Recording Meeting Minutes............................................................165
Adding a Meeting ............................................................................................. 166
Producing an Agenda from the Minutes of the Last Meeting .......................... 169
Using the Advanced Print Function.................................................................. 170

Preface
In this chapter
Contract Manager Module
Documentation
About this Manual
Customer Support

Primavera’s Contract Manager module
(formerly known as Expedition or Expedition
Professional) is contract-control software
designed to help you manage your projects
more easily. From submittals to change orders,
all the facts about your project are at your
fingertips.
This manual shows you ways to plan and
create a project in the Contract Manager
module, and how to manage that project by
logging and tracking project information,
using meeting minutes, transmittals, contracts,
purchase orders, requisitions, change orders,
and so on. You will learn how to exchange data
between the module and other programs, and
identify the best methodology for tailoring the
control process to your workflow.
Throughout this document, the phrase “the
module” refers to the Contract Manager
module unless otherwise specified.

x

Preface

Contract Manager Module Documentation

See Help for the latest
Contract Manager
information. Use it as your
primary source of
information.

For a summary of some of
these questions and their
answers, see Frequently
Asked Questions in Help.

■

Contract Manager Installation Guide explains how to install the
module for Microsoft SQL, Oracle, and Sybase, and explains how to
convert data from previous versions for use in 10.0. The network or
database administrator responsible for the initial installation of the
module, ongoing maintenance of the system and database, and
general troubleshooting should read this manual.

■

Contract Manager User’s Guide (this manual) shows how to manage
and monitor documents from initial contracts through the last change
order. All individuals who use the module should read this guide, even
if they are already familiar with previous versions of the software.

■

Contract Manager Help is an integrated comprehensive help system
that supplements the printed documentation. Help is available while
you are working in the module for quick access to information about
dialog boxes and fields. Help also includes step-by-step procedures
for performing the module functions and answers to common
questions. The Table of Contents provides a starting point for many
major topics. You can also use Help’s powerful Search and Index
features to find topics related to any text you enter. Click How To for a
list of all procedures contained in Help.

■

Online Documentation can be accessed by inserting the Contract
Manager CD-ROM in your computer’s CD-ROM drive, then clicking
View Documentation from the setup program menu. In addition to the
Contract Manager User’s Guide and Installation Guide, the following
documentation is available online:
•

Project Management Module Integration Field Mappings contains
the field mappings from the Contract Manager module to the
Project Management module.

•

A Getting Started manual to help you use InfoMaker, the report
writer included with the module software.

•

Technical Bulletins on the Primavera Web site provide detailed,
technical documents generated by Primavera Customer Support to
answer questions asked by users.
Several areas of the Contract Manager module are customizable, such as the Project View, document names, log column
headings, and document field labels. The examples
throughout this manual and in the online help use the default
settings shipped with the software.

Preface

xi

About this Manual
Anyone who will be using the Contract Manager module to track projects
should use this manual. This includes owners, construction managers,
general contractors, subcontractors, architects, designers, engineers,
administrators responsible for setting up the module, and persons who will
enter data in. Whether you are an experienced user or are new to the
program, the Userâ&#x20AC;&#x2122;s Guide contains the information you need to use the
module to organize all your projects successfully.
Part

Contents

Getting Started

Provides an introduction to the Contract Manager module, including
workflow, the module workspace, sample projects, and the initial steps
required to plan and add a project. Instructions are included for setting
access rights, entering contacts, creating distribution lists, entering initial
contract information, creating submittals, and linking with a Project
Management module schedule.

Working with a Contract Manager Project Explains how to work with, and customize, the module log and
document windows, set up dictionaries and preferences, and print logs,
forms, and reports.
Communicating Project Information

Describes how to send Contract Manager module documents to other
users, prepare transmittals, track different types of communications,
record meeting minutes, and manage safety-related documents.

Working with Contracts, Project Costs,
and Changes

Describes how to set up the Cost Worksheet, manage contracts and
purchase orders, use trends, prepare requisitions for payment, record
invoices, use the module change management feature to customize the
workflow for your companyâ&#x20AC;&#x2122;s needs, use procurement to track bidding,
and create and track issues.

Logging and Tracking Information

Illustrates how the module logs and tracks important project information
such as drawings, submittals, materials, daily reports, insurance
certificates, and punch lists.

Exchanging Contract Manager Data

Describes how to link schedule data to the module, exchange module
data with a Project Management module schedule, and export/import
data to and from other applications.

xii

Preface

Customer Support
If you have a question about using the Contract Manager module that you
or your network administrator cannot answer using the printed or online
documentation, call Customer Support at the times and locations listed
below.
Please have your Contract Manager module serial number ready when you
call; this number is printed on your serial number diskette. It can also be
displayed when using the module by right-clicking on the Help icon in the
header. Support staff log each call to help resolve your questions quickly.

Office

Time
Zone

Hours

Telephone

FAX

Internet Address*

Bala Cynwyd,
PA,
US

ET

8:00-8:00
(Mon-Fri)

1-610-949-6557

1-610-667-0652

support@primavera.com

London,
England,
UK

GMT

8:30-6:30
(Mon-Fri)

44-20-8563-5555

44-20-8563-5533

support@primavera.com

*For 24-hour support, you can also visit Primaveraâ&#x20AC;&#x2122;s online Knowledgebase at
http://customerportal.primavera.com/customer
In the United States, Primavera periodically and randomly
monitors Customer Support calls to ensure that you are
receiving the highest quality support.

All Primavera products are backed by comprehensive support and training.
To request product literature, contact your local dealer, call Primavera at
610-667-8600, or send your request via e-mail to info@primavera.com
in the United States. In the United Kingdom, call 44-208-563-5500 or email your request to intlinfo@primavera.com.
Sybase databases contain calculations called stored procedures. Although a Sybase database administrator has the
ability to modify these procedures, Primavera does not
recommend changing them. Modifying these procedures
voids your Primavera Customer Support agreement.

Part

Getting Started
In this part

Overview
Planning and Adding a Contract
Manager Module Project

1

T

his part describes key concepts for using the Contract
Manager module contract-control software. The Contract
Manager module was formerly known as Expedition or
Expedition Professional.
Overview explains how to start Contract Manager and
how to use the sample projects provided with this release.
It also discusses Contract Manager module terms and
defines the different project roles that users perform.
Planning and Adding a Contract Manager Module
Project describes how to set up your Contract Manager
module database, including the company directory and
distribution list, and how to assign access rights.

This chapter introduces the key concepts for
using the Contract Manager module as your
contract-control software. It provides an
overview of the module workspace, and
includes an explanation of the sample projects.
This chapter also suggests how you can start
using the module, depending on your role in
the project process.
In this document, the term â&#x20AC;&#x153;moduleâ&#x20AC;? refers to
the Contract Manager module, unless
otherwise specified.

2

Part 1: Getting Started

Starting Contract Manager
Users open the Contract Manager module from a client Browser - there is
no client software to install. The Contract Manager module administrator
provides a Web address to users for accessing the module. To connect,
open Microsoft Internet Explorer, and type the Web address of the
Contract Manager module Web server provided to you.

The Contract Manager module administrator usually provides user IDs
and passwords. Type your user ID and password, then click Log In.
For information about
changing these defaults on a
network, see Adding Serial
Numbers and Users in
Maintaining a Contract
Manager Module Database,
or Contract Manager
Administration Application in
Help.

The default Contract Manager user ID and password shipped
with the module is EXP (for both fields).

The minimum supported monitor resolution is 1024x768.

Overview

3

The Contract Manager Module Workspace
When you open the Contract Manager module, the Workspace appears;
this is where all module tasks begin.

Project view
Projects
Modules (logs
and
documents)
Templates

The Workspace is divided into two main areas: the Project View on the left
and the Control Center (Workspace) on the right.
Project View The Project View shows your project hierarchy, which
includes the top-level folder called All Projects, followed by the folder for
each project, the folders in each project, and the modules (logs and
documents) inside these folders. It also contains a Templates folder which
consists of any project templates you may have created, including the
default templates, DESIGN and SCHOOL. The Project View functions the
same way as Microsoft Windows Explorer. When a folder is collapsed,
click its icon to display the names of the items in that folder. To collapse
the folder, click the folder icon again.

4

Part 1: Getting Started

For information about
modifying Project View
folders and log and document
names, see Customizing Log
and Document Windows or
refer to Help.

To open a module log or document in an expanded project folder, click the
logâ&#x20AC;&#x2122;s name. You can also select a log by clicking on an expanded folder
and then typing the first character of the item you want. For example,
when the Communication folder is selected, type c to select Corr. Sent,
type c again to select Corr. Received, and type t to select Transmittals.
You can right-click on the top-level folder or any project in the Project
View to display a list of commands. If you right-click on the top-level
project folder (All Projects), the available commands apply to all projects
within that folder; if you right-click on a project, the available commands
apply to that specific project.

For information on
customizing the Control
Center, see Customizing the
Control Center in the
Planning and Adding a
Contract Manager Module
Project chapter, or Customize
Workspace dialog box in
Help.

Control Center The Control Center contains information about either a
selected project, a group of projects, or all projects. When no projects are
open, the Control Center shows information relevant to all projects within
the selected folder. When you select a project, the Control Center shows
information specific to that project (some items allow you to choose
whether to display information on all projects or just the selected project
by clicking Edit from items offering this option).
You can also right-click on the project and choose Project Settings to edit
general information, key parties, and schedule information for the project.

For detailed information
about the Control Center, see
Workspace in Help.

You can customize the Control Center to display the information you
want. For example, you can include items for reports, your Inbox, requests
for information (RFIs), charts showing outstanding issues and requests,
and any action and alerts. The Actions item contains the items in your
court that need to be addressed. The Alerts item contains items that need
to be addressed immediately. You can place up to 12 items in the Control
Center, and you can save this arrangement as My Workspace. The next
time you start the Contract Manager module, you can use this workspace
or select one of the standard types delivered with the product. These
include Administrative Assistant, General Contractor, Owner, Architect,
and so on.

For more information on
using actions and alerts, see
Actions and Alerts in Help.

Viewing the information in the Control Center at the start of each workday
reminds you of what you need to accomplish, who you need to contact,
and when deadline items are due through actions and alerts. This
information is generated by and/or directed to you, depending on your
access permissions. An example of using items for viewing important
information is shown on the next page.

Overview

You can quickly access
documents in your court that
require you to take an action,
then print a report corresponding
to these action items for the
project. An example of an action
is shown on the next page.

Click a section of the chart to
display a list of Requests for Information documents.

Click to display the
selected report.

5

6

Part 1: Getting Started

To display available forms and
reports, from the document window,
click Select an Action, Advanced
Print, then click Go. Select the type of
document, select the type of
document, and then click Print or
Preview.
The example at the left shows the
Preview function. To print the
document, click the printer icon next
to Save a copy on the tool bar at the
top of the document.

Overview

7

Key Concepts
The Contract Manager module is a multiuser, multiproject application that
provides a centralized way to store, organize, and track project
information so you can keep your contracts on time and within budget.
Record contracts and purchase orders Record the key
information about contracts and purchase orders (POs) in the following
documents.
Use Contracts and Purchase Orders to record the basic information.
Use the Cost Worksheet to track contract costs and categorize contract or
purchase order amounts using cost codes for a detailed breakdown of the
component costs for your project. You can distribute the value of any
contract, purchase order, or change to any number of cost codes.
Invoices/Requisitions are generated from contracts/purchase orders (POs),
then sent for payment approval. The amounts are posted to the Cost
Worksheet to track actual costs.
Use Materials Delivery to record the date and quantity of materials
received and noted against each contract or purchase order, and
incorporate these and approved changes into requisitions for up-to-date
payment amounts.
Companies contain physical and electronic addresses and communications
numbers for all individuals with whom you interact. The module uses this
information when you send any contract, purchase order, or other
information to those individuals.
Trends are an expectation of future costs (estimated revisions). Use Trends
in conjunction with the Cost Worksheet (where you can modify column
headings to accommodate the way you handle costs) to track possible cost
increases for the project.
Track contract changes After participants accept a contract or
purchase order and work begins, any changes resulting from changed
specifications or changed conditions affect the initial contract.

8

Part 1: Getting Started

Change Management enables you to manage project modifications due to
changes. You specify which change documents are created, when they are
created, and where they are calculated on the Cost Worksheet. By
recording all necessary contract, contractor, and cost data early in the
change process, you can evaluate the effect of the change on all contracts
involved and see the current status of the change at a glance.
Markup provides a way to manage overhead and profit by adding markup
values to change documents. The module can calculate overhead and
profit automatically, and add additional costs to change orders and
proposals. You can set default values for overhead, profit, and any other
markup categories you create. Typically you will collect all proposals
from committed parties, and then roll the costs and codes of each
document to create a quote to the customer or owner of a project. With
markup, you can add your overhead and profit prior to submitting the
quote.
Daily Reports provide a record of daily activities and conditions. Use
these reports to record conditions observed in the field, such as soil, rock,
or underground utilities that were not moved correctly, as well as to track
and communicate the potential effect of these recorded conditions in a
timely manner. You can also include underway activities from Contract
Manager module schedules that are linked to the project to see where the
work is taking place on that report day.
Telephone Records, Meeting Minutes, Correspondence, Requests for
Information (RFIs), and Notices enable you to record information that
may affect both the submittal and change processes. For example, a
change in condition may result in meetings, phone calls, notes, letters, and
correspondence that lead to a formal contract change.
Change Orders result from changes in the scope of work, site conditions,
or schedule delays. You can post costs associated with changes to the Cost
Worksheet so you have a total financial picture of past events and
projected future costs. With this view, you can measure the impact of each
change order on any contract or purchase order.
Track submittals Submittals include contract drawings, sample
materials, and permits that need approval. Submittals help you ensure
contract compliance by tracking who received what and when they
received it.

Overview

9

Daily Reports, Telephone Records, Meeting Minutes, Correspondence,
RFIs, and Notices also support the submittal process. For example, during
a submittal cycle a reviewer may reject a submittal; as a result, the project
team may have meetings and exchange phone calls, letters, and
correspondence to clarify the requirements for resubmittal.
Drawings and Drawing Sets maintain a list of project drawings, facilitate
the dissemination of these drawings to other parties, and provide
information about the status of revisions. When you add distributions to
drawing sets or create revisions, an entry is made in the Transmittal
Creation Queue for each contact on the distribution list.
Transmittals accompany documents, such as submittals and drawings to
create a permanent record of the actions taken. Submittal items and
drawing revisions are automatically placed in the Transmittal Creation
Queue; you can add any transmittals in this queue to the database and print
them for recipients on your distribution list. The module can quickly
generate transmittals, or you can customize your own.
Dunning Letters remind participants of overdue items such as submittals
and drawings. Contract Manager can quickly generate dunning letters, or
you can customize your own.
Reports and Forms provide quick and accurate project information in
various formats. The flexible reporting feature produces reports that
summarize when items such as submittals are due, who received what and
when, what has been approved and what is pending, and how many days
items are overdue.
Use the cross-document tools The Issues feature cross-references
and links documents from any Contract Manager module log to issues you
define. You can link documents to issues directly as you add records to the
documents, or you can link documents to issues automatically based on
keywords such as underground, electrical, or some other item that may be
related to a problem or other situation. The module then assembles the
documents for review in a fully organized, indexed list so you can easily
trace the sequence of actions taken, saving hours of work.
The Inbox stores items sent to you electronically by other participants. You
can also use this feature to communicate quickly with other project team
members by sending documents related to submittals and changes.

10

Part 1: Getting Started

Sample Projects
The Contract Manager module includes several sample projects, each set
up from the perspective of a different team member in a construction
project: general contractor, owner, subcontractor, and designer. DEMO is
the sample general contractor project; HOSP and OFFC are from the
owner and subcontractor perspectives, respectively. Another sample
project, DESIGN, is provided to demonstrate how a designer tracks
drawings during design review. These projects are included as templates
on which you can base your own projects.
The sample projects relate to construction work that must be completed
for Philadelphia County. Design Group is the architect/engineer; ACME
General Contractors is the general contractor; A-1 Construction
Management is the construction manager; and Stresson Industrials is the
subcontractor to ACME for concrete work.
The information included in the sample projects is just an example of what
is possible. Most projects contain more requisitions, change documents,
transmittals, and submittal cycles than the examples shown.
DEMO (School Addition – Automotive Center) contains project
data from the general contractor's perspective, manages shop drawings and
submittal items, tracks project issues, documents the change process, and
records daily progress in the construction of a school addition. This
addition is a masonry structure with brick siding that houses an
automobile and light truck service center. The value of the contract
between the owner and ACME General Contractors is $10 million.
HOSP (South General Hospital Addition) contains project data
from the owner’s perspective regarding the construction of a new hospital
wing for Philadelphia County. A-1 Construction Management is the
construction management company awarded this job. The value of this
contract is 9 million British pounds.
OFFC (Phila Office Building Addition) contains project data from
the subcontractor’s perspective for concrete work required for renovations
to City Hall. The subcontract is between ACME General Contractors and
Stresson Industrials. The value of the subcontract with Stresson is $1.4
million.
ENGR (Office Building) contains drawings and drawing sets for the
Design Review phase of the drawing process. This project is used in the
examples in the Tracking Drawings chapter to show how designers (or
architects or engineers) track drawings.

Overview

11

Roles
The roles of the construction manager, general contractor, owner, and the
engineer/architect/designer are described in this section to help you
understand how the Contract Manager module is implemented by various
team members in a business workflow.
Construction manager As the construction manager, you will use the
module to manage changes and project costs, monitor progress, and
communicate with other team members.
Because you represent the owner’s interests throughout the design,
construction, and post-construction phases of the project, you continually
answer questions about costs, quality, and progress. How much funding is
required to complete the project? What is the budget, given the changes to
date? What are the pending changes and problem areas? Is the project
progressing according to the schedule? Who is responsible for the overdue
submittals? What are the areas of noncompliance?
The following list includes tasks that are usually the responsibility of the
construction manager in the contract process. Included with each task is
the corresponding chapter/part in this manual where you can find more
information about those tasks.
■

Managing submittals – Managing Submittals chapter

■

Maintaining updated estimates of cost overruns or underruns – Setting
Up and Using the Cost Worksheet chapter

■

Tracking changes for each project issue and their effect on the cost at
completion – Part 4: Working with Contracts, Project Costs, and
Changes

■

Quickly finding all the documents you need to resolve open issues –
Creating and Tracking Issues chapter

■

Monitoring progress through written and verbal communications –
Part 3: Communicating Project Information

General contractor As the general contractor, you will use the module
to manage shop drawings and submittal items, track project issues,
document the change process, and record daily progress. When you want
to compare progress to the schedule, you can retrieve your schedule.
The following list includes tasks that are usually the responsibility of the
general contractor in the contract process. Included with each task is the
corresponding chapter/part in this manual where you can find more
information about those tasks.
■

Using the Drawing and Submittals logs to track shop drawings and
submittal items – Tracking Drawings and Managing Submittals
chapters

Identifying issues that require resolution and creating change
documents – Creating and Tracking Issues chapter and Part 4:
Working with Contracts, Project Costs, and Changes

■

Identifying areas with significant cost variance and analyzing the
effects of pending changes on profit – Setting Up and Using the Cost
Worksheet chapter, and Part 4: Working with Contracts, Project Costs,
and Changes

■

Tracking items that must be completed before final payment is
made – Part 4: Working with Contracts, Project Costs, and Changes

Owner As the project owner, you will use the module to organize project
data so you can stay on top of progress, coordinate activities with your
operations people, and make sure that all of the project details are handled
by the appropriate people. You will find the comprehensive records of
documents, correspondence, and changes invaluable for claims avoidance.
The following list includes tasks that are usually the responsibility of the
owner in the contract process. Included with each task is the
corresponding chapter/part in this manual where you can find more
information about those tasks.
■

Analyzing the projected cost and identifying areas with significant
cost variances – Setting Up and Using the Cost Worksheet chapter

Overview

13

■

Approving requisitions – Preparing Requisitions for Payment chapter

■

Identifying unfinished tasks for which final payment should be
withheld – Part 4: Working with Contracts, Project Costs, and
Changes

■

Identifying issues that require resolution and issuing change orders –
Creating and Tracking Issues chapter and Part 4: Working with
Contracts, Project Costs, and Changes

Engineer/Architect/Designer As the project designer, you will use
the module to track specifications and drawings, control the submittal
review process, monitor progress by the design team, communicate with
other team members, and coordinate the activities of outside consultants.
The following list includes tasks that are usually the responsibility of the
designer in the contract process. Included with each task is the
corresponding chapter/part in this manual where you can find more
information about those tasks.
■

Managing design and contract drawings – Tracking Drawings chapter

■

Recording the design budget and expenses – Setting Up and Using the
Cost Worksheet chapter

■

Tracking changes in scope and their effect on the cost at completion –
Part 4: Working with Contracts, Project Costs, and Changes

■

Quickly finding all the documents you need to resolve open issues –
Creating and Tracking Issues chapter

■

Monitoring progress through written and verbal communications –
Part 3: Communicating Project Information

This chapter presents a general approach for
structuring and entering project information in
the Contract Manager module. Use these
guidelines to set up the module in the most
effective way for your business.

16

Part 1: Getting Started

First Steps
The module offers a wide range of features and functions. Depending on
how you currently manage contracts—or how you want to manage them—
you can use all the features or select only the ones you need to support
your work process.
The following figure is a general plan for setting up and implementing
Primavera. Step 1 is described in the Installation Guide. The remainder of
this chapter describes steps 2 through 5.

3a.Optionally link to &
use the module
schedule activities.

1.Set up and start
the module.

2.Add the project and
enter general
information.

3.Set up the
initial Company
Directory.

4.Enter initial contract
information (and
define cost codes).

5.Create initial
submittal
packages.

The Contract Manager module flexibility enables you to realize its
benefits even if you don’t have all the details about your project at the
beginning. As the project progresses, you can add and/or modify the
information entered during the initial setup, such as new negotiated
contracts, new or changed companies, and more clearly defined submittals
and submittal packages.
For details on tailoring
Contract Manager module
functions to your company’s
requirements, see the
Customizing Log and
Document Windows chapter.

These are the basic steps to get started in the module; adapt them to your
own work processes.

Planning and Adding a Contract Manager Module Project

17

Adding a Project and Entering General Information
For detailed information on
adding a new project, in Help
click How To, then click Add
a New Project. From there,
you can choose links to
related topics.

Add a new project You can add a new project in Contract Manager
module at any time. Right-click on the top-level folder. You can choose
from two ways to create a project.
â&#x2013;

Choose New Project to use the Add Project Wizard, which guides you
from start to finish. This method is best when you have most of the
information prepared for the project or are unfamiliar with creating a
new project.

â&#x2013;

Choose Publish Project to create a project name and assign it to an
administrator, who will then enter the project information. The
module notifies the administrator that a project has been added that
requires information.
The New Project option is not available if you do not have
rights to create a new project.

See Help for detailed information on using either of these options to create
a new project.
Type a unique
abbreviation and title for
the project. You must
enter data in these fields
to add a project.

Select any of these
topics to move directly to
that phase in the wizard.

Click Next to continue
creating the project.

Add Project Wizard (first option)

18

Part 1: Getting Started

Select the administrator;
the module notifies that
person that a request has
been made to create a
new project.

For more information about
setting access rights, see
Setting Access Rights (Project
Access) later in this chapter.

Administrator request (second option)
When you add a new project, you become the project
administrator. Project administrators have access to all
documents in their projects. (Module administrators have
access to all documents in all projects.) By default, all other
users have no access rights to new projects. Assign users
access to a project in the Project Access window (right-click
on a project and choose Project Access).

Delete a project To delete an entire project, right-click on the project in
the Project View, then choose Delete Project.
When you delete a project, you permanently remove that
project and all its associated documents.

Defining the Key Contact
For more information about
defining default contacts per
document type, see Assigning
Default Contacts later in this
chapter.

The contact you specify in the Your Company field (in the Key Parties
section of the Add Project Wizard) is the key contact for the project. When
you create documents, the module automatically enters the key contact in
the To or From field, based on the type of document being created. For
example, if the document being created is a contract or PO, the module
automatically selects that company in the From field. To view or modify
this assignment, right-click on the project and choose Project Settings. In
the Key Parties section, click Select next to the Your Company field.

Planning and Adding a Contract Manager Module Project

19

Creating a Project Template
If you will be adding projects that use the same key parties, currency, and
schedule information, you can create a project template that contains this
information. Use this template as the basis for each new project you
create.
Add a new project template You can make an existing project a
template. Right-click on the project and select Save As Template.

Use the template as a basis for a new project When you want to
create a new project that uses the information in the template, right-click
on the top level folder and choose New Project. Enter a project name and
title, then click Template on the left. Choose the first option, Use
Template, and select the template from the drop-down list.

Click Template to choose a
template.

Select the template you want
to use for this project.

When you select a template, the module creates the new project based on
the information contained in the template. You can edit this information in
the new project.

20

Part 1: Getting Started

Setting Access Rights (Project Access)
For more information on
security, see Access or
Security in Help. Use the
Search feature and type
access or security for a list of
related topics.

Contract Manager module has three user levels: Contract Manager
administrator, project administrator, and restricted user.
Contract Manager administrators and project administrators can set access
rights to a project for Contract Manager users. Access rights determine
which modules and documents a user can view, add, edit, export, or delete.
You can set a user’s access rights for each Primavera module.
Contract Manager administrator Contract Manager administrators
have full access to all new and existing projects. They can
■

Change module and process-level security for all projects and users

■

Change the owner of any project and delete any project

■

Copy project access rights from any project and user to any project
and user
A user name and password with Contract Manager
administrator-level access rights is shipped with the module.
When you start Contract Manager, type EXPADMIN in the
User ID and Password fields to log on as an administrator.

Project administrator A project administrator is the user who created
a particular project. Project administrators initially have full access to all
projects they create. They can
■

Change module and process-level security in projects they create and
change their own access rights

■

Change ownership of projects they create and delete projects they
create

■

Copy project access rights from any project to projects they
administer
Project administrator rules apply only if the user who created
the project retains ownership. If ownership changes, the new
owner gains full access to the project, and the original owner
becomes a restricted user.

Planning and Adding a Contract Manager Module Project

21

Restricted user By default, restricted users have no access to projects
(including all modules and process-level security). A module administrator or project administrator can change a user’s default access rights
using the User Project Access window and the module Administration
Application. To change a user’s project access rights, right-click on a
project and choose Project Access. Click the document icon next to the
user to open the User Project Access dialog box.
To change a user’s general module access rights, open the module Administration Application and click User Accounts. Click the document icon
next to the user.
Set a user’s access rights Right-click on the project in the Project
View and choose Project Access. Click the document icon next to the user
for which you want to set access rights. Set the user’s rights by module.
■

Mark View to enable a user to only view data in a module.

■

Mark Add to enable the user to add data in a module.

■

Mark Edit to enable the user to edit data in a module.
In order for users to add items to documents, users must have
Add and Edit rights to the module. If users have Add rights,
but not Edit rights, they will not be able to add items to a
document.

■

Mark Export to enable the user to export data from the module.

■

Mark Delete to enable the user to delete data from a module.

To prevent a user from opening a module, clear the checkboxes for all
access types. If a user has no access rights to a particular module, that
module will not appear in the Project View.

22

Part 1: Getting Started

Click to set the userâ&#x20AC;&#x2122;s
access rights to all
modules at once.

To restrict a userâ&#x20AC;&#x2122;s access to documents that have a certain To or From
Contact, and to submittals in which that same contact is listed as a
Received, Sent, Returned, or Forwarded reviewer, click Select next to the
Access by Company field (at the bottom of the dialog box). Click Select
next to the company you want to assign.
You cannot change Access rights for administrators. They
always have full access to all projects.

Planning and Adding a Contract Manager Module Project

23

Set access rights for a group of users across projects To save
time, the project administrator can copy the access rights for users in one
project to another project. Right-click on the project to which you want to
copy access rights, then choose Copy User Access.

Click Select to choose the
project from which to copy
usersâ&#x20AC;&#x2122; access rights.

Select the users.

Use these buttons to add
and remove user access
rights to your project.

24

Part 1: Getting Started

Setting Up the Company Directory
The Company Directory enables you to store information about everyone
involved in your project. You can include names, phone numbers, and
addresses of subcontractors, managers, suppliers, your own staff, and any
other companies or individuals involved in the project.
Nearly all module documents use the information included in the
Company Directory. Entering this information at the beginning of the
project ensures that your unique abbreviations are consistent, avoiding
confusion and mistakes. Even if you have only part of the companyâ&#x20AC;&#x2122;s
information, enter at least the company abbreviation, name, office address,
and a key contact; you can add missing details later.
For more information on
adding companies and
contacts, see Add Companies
and Contacts in Help.

Click Add to create a
contact for the
company. The first
contact you add
becomes the key
contact.
Type important details
about the company in
the Remarks section.
In the Details section,
mark to indicate if the
company is a
Disadvantaged(DBE), Minority(MBE), or Womanowned (WBE)
business enterprise.

Add a company and contact Click Companies in the Project
Information folder, then click Add Company.

In the Company section, enter an abbreviation for the company and the
company name. The key contact is the person to whom most documents
will be addressed. This field is filled once the first contact is entered in the
Contacts section.
Select a specification section code. Specification section codes are a part
of a standard coding system developed by the Construction Specification
Institute (CSI). You can select these codes from any Specification Section
data field, or you can create your own codes (right-click on the top-level
folder, then choose Dictionaries, Specification Sections).

For information on creating
your own roles and
specification section codes,
see Setting Up Dictionaries
and Preferences, or Create
Contact Roles in Help.

Select the companyâ&#x20AC;&#x2122;s role. You can select an existing role, or you can
create a new role and add it to the list (right-click on the top-level folder,
then choose Dictionaries, Company Roles).
Add contacts for the company To add contacts for the company,
expand the Contacts section in the Company document window and click
Add. You can add as many contacts as needed for each company.
Add remarks to a contact Expand the Remarks section in the
Company document window and type any important details, such as directions or office hours.

Add an address, paper size, and number of copies for drawing
distribution to a contact Expand the Contacts section in the
Company document window and click the document icon next to the
contact you want to update. Enter information for all applicable addresses,
such as office, shipping, or billing; phone numbers; and e-mail
information. Select the paper size, and type the number of copies you will
be using to send drawings for design review or distribution for this contact.
This information is used in the Drawings and Drawing Sets logs. Click
Save & Close when finished.

26

Part 1: Getting Started

Scroll down to
enter more contact
information.

The module adds
the salutation
“Dear...” for letters
when you enter
the contact’s title
and last name.

Mark this checkbox
to inactivate the
contact. See
page 28 for more
information.
Define custom paper sizes that will
appear here by right-clicking on the toplevel folder and choosing Dictionaries,
Drawings, Paper Sizes.

The module does not apply changes you make in this window
to any documents where the original address already appears
(such as contracts). This practice protects the validity of the
original document information.

Copy the Company Directory To set up a new project more quickly,
you can copy the Company Directory from a similar project in the same
database or from the group Company Directory. Right-click on the project
and choose Copy Companies.

Planning and Adding a Contract Manager Module Project

Click Select to choose the
project (or group) from
which to copy companies.

Select the companies
to copy to the project,
then click Add.

You can also copy companies and contacts from a project to the group
level. Right-click on the top-level folder and choose Copy Companies.

Click Select to choose the project from
which to copy companies and contacts.

Select the companies
to copy to the group,
then click Add.

27

28

Part 1: Getting Started

For more information, see
Company document window
and Contact dialog box in
Help.

Inactivate a company or contact You can label a company that you
are no longer dealing with as inactive. Inactivating a company or contact
disables the company or contact without deleting it. When a company is
made inactive, all of its contacts also become inactive; the company and
contacts do not appear in dialog boxes that contain lists of companies and/
or contacts. The company and its contacts remain in the database, but do
not appear in the lists.
Expand the Status and Contacts sections in the Company document
window to inactivate companies and contacts.

Mark this checkbox to
inactivate (disable) this
company without deleting it.
To activate the company so
that it appears in lists of
Primavera companies, clear
the Inactive checkbox.

Mark this checkbox to remove inactive
contacts from the Contacts list. Clearing
the checkbox returns them to the list.

Click the contactâ&#x20AC;&#x2122;s icon to
open the Contact dialog box,
in which you can inactivate
the individual contact, as
shown on page page 26.

Delete a contact or address Expand the Contacts section in the
Company document and click Delete for the contact you want to remove.
When prompted to confirm whether you want to delete the item, click Yes.

Planning and Adding a Contract Manager Module Project

29

Saving Companies and Contacts in the
Project/Group List
Each project contains its own directory of project companies. The module
also maintains a directory of database companies that all projects in the
same database can share.
For more information on how
to set contact preferences, see
Setting Project Preferences in
the Setting Up Dictionaries
and Preferences chapter.

When you add a new project, the module uses the Project Company
Directory by default. To use the same companies for all of your projects,
switch to the Group (database) Company Directory. Right-click on a
project and choose Project Settings. In the Companies section, click
Switch. “Project” will change to “Group” to indicate that the Group
directory is in use.

You can save new companies in the Group Company Directory while
using the Project Company Directory. In Project Settings, mark the Add
Company to Group After Adding to Project checkbox.
If you change an existing company in a project, the module also updates
the Group Company Directory, even if the active directory is Project, as
long as you marked the Update Group When Project Company Edited
checkbox in the Project Settings dialog box.

30

Part 1: Getting Started

Adding Companies and Contacts from Other
Documents
When you add a document, you may need to enter information for a
company that is not in the Company Directory. Rather than interrupt your
current task, you can add companies and contacts from most documents
without going back to the “Companies” dialog box.
For more information, see
Select Contact dialog box in
Help.

When you click Select for a company or contact field, the Select Company
or Select Contact dialog box opens. To add a new company or contact,
choose whether to organize by company or contact, then click Add
Contact or Add Company, depending on which you want to add.
Type the company name and abbreviation (if adding a new company), the
contact’s full name and initials, and other information, if available, then
click Save. Primavera adds the company and contact information to the
Company Directory. You can edit the information later if necessary.

Planning and Adding a Contract Manager Module Project

Company Directory Reports and Forms
Primavera provides several standard reports
you can use to print company information.
From the Company Directory

Customizing the Control Center
For detailed information on
using the Control Center, see
Workspace or Customize
Workspace dialog box in
Help.
For information on items,
type the item topic (such as
alerts or actions) in Help’s
Index or Search tab.

The Control Center is a customizable window that enables you to quickly
view and access your information.
■

You can use the Control Center as a starting point for all the tasks you
need to perform in Primavera.

■

You can view information across all projects, multiple projects, or one
project at a time.

■

You can add items to the Control Center that enable you to view
issues, requests for information (RFIs), actions, alerts, and reports.
Other items allow you to integrate with a Project Management
module schedule, view your Inbox, and prepare documents.

■

You can click a section of a graph to display the details.

Click Customize this Page to change the appearance
of the currently selected Control Center window.

Click Refresh Page to
update the Control
Center information.

You can include up to 12
items in the Control Center.

Planning and Adding a Contract Manager Module Project

33

Customize the Control Center Click Customize this Page to select
which items appear in the Control Center and where they are placed.

Select the items to include
in the Control Center, then
click Add to move the
items to the Layout area.

Items can be included more than once in the Control Center. For example,
if you want issues to appear as a graph, a bar chart, and a pie chart, move
three Issue items to the Layout area, then edit each itemâ&#x20AC;&#x2122;s appearance by
clicking the Edit link above it in the Control Center.

34

Part 1: Getting Started

Setting Up Distribution Lists
After you set up your company directory, you can create distribution lists
for project participants involved in the transmittal, submittal, or drawing
processes. Primavera displays the defined distribution group names in the
distribution selection lists in these documents. You can use the same lists
in any project in the same database, add or delete names, and combine
them as necessary.
Setting up distribution lists saves time by enabling you to quickly select a
group of participants to whom you want to send a document instead of
selecting each one individually.
You can establish different distribution lists depending on the document
and person to whom you want it sent. For example, if youâ&#x20AC;&#x2122;re the general
contractor, you may want to set up a distribution list that contains your
subcontractors so you can send them the transmittals resulting from their
submittals. All of the contacts in the list will receive a copy of the
document. At the beginning of a project, you may need to communicate
with different team players to determine who requires a copy. As contract
work progresses, you can refine the lists and copy them to other projects.
If you assign contacts to a group (switch to Group in the Companies
section of Project Settings), they apply to all projects in that group.
Add a distribution list In the Company Directory log window, click
Define Distribution Lists. Click Add, then type a distribution list
abbreviation and title.

Planning and Adding a Contract Manager Module Project

35

To
modify a
list, click
its icon.

Establish a distribution list by
selecting companies.

Any changes you make to
your company directory
are also reflected for the
corresponding company in
distribution lists.

Click Select in the Contacts section to open the Select Contacts dialog
box. To easily find the contacts you need, you can organize by contact,
company, or distribution list. All companies in the current project appear if
the Project Setting is set to Project; all group companies appear if the
Project Setting is set to Group. Companies assigned to the Group level
apply to all projects in that group. Click Select next to each contact you
want to add, then click Save.
To remove items from a distribution list, click Unselect next to the name of
the contact you want to remove. Click Save and Return to Menu when you
finish defining the list. To delete the distribution list, click Delete next to
the list you want to remove.

36

Part 1: Getting Started

Edit a distribution list You can also edit an existing distribution list
name and/or title. In the Company Directory log window, click Define
Distribution Lists, then click the document icon next to the list you want to
modify. Make the changes. Click Save and Return to Menu when you
finish modifying the current list. Primavera reflects any changes in future
uses of the list; the original version of the list (before editing) remains
unchanged where it is already used in Primavera.
Click Close from the Distribution Lists dialog box when you finish
defining distribution lists.
Copy a distribution list to a new list To save time, you can create a
new distribution list based on an existing one. In the Company Directory
log window, click Define Distribution Lists, then click the Save
Distribution List As icon next to the list you want to copy. A new
distribution list is created containing the names from the copied list.

Type an
abbreviation and
title for the new
distribution list.

Click Select to
add additional
names to the
distribution list.

Planning and Adding a Contract Management Module Project

37

Assigning Default Contacts
To specify which contacts the module automatically displays in the To and
From fields of a particular document, right-click on the project and choose
Default Field Values.
The Set Default Field Values window displays the default contact
assignments for the currently open project.

Customize contact assignments To customize this information,
click Select next to the field to which you want to assign a default contact.
In the Select Company dialog box, click Select next to the company you
want to assign as the default, then click OK.
You can edit or delete default contacts at any time. Changing
the default contact affects new documents only. Contact
names for existing documents remain unchanged.

38

Part 1: Getting Started

Entering Initial Contract Information
For details on setting up the
Contract log, see the
Managing Contracts and
Purchase Orders chapter.

If you plan to use the module to track costs in change documents or
invoices, set up the Contracts log next. Entering this information enables
you to connect all subsequent change documents, requisitions, or invoices
with the appropriate contracts, and it simplifies creation of reports and
related correspondence. In the Contract Information folder, click either
Contracts - Budgeted or Contracts - Committed (depending on the type of
contract) to open the Contracts log. Click the document icon in the log to
open the contract document window in Edit mode. (Clicking the
documentâ&#x20AC;&#x2122;s title opens it in View mode.)

Planning and Adding a Contract Management Module Project

39

Setting Up Cost Codes and Modifying Cost
Worksheet Headings
For details about using cost
codes, see the Setting Up and
Using the Cost Worksheet
chapter.

If you plan to track project costs in the module, you need to set up cost
codes to classify different types of work associated with the project. As the
project progresses, you can then compare budgeted, committed, and actual
costs for each cost code. Developing one set of codes across all projects at
the start ensures that your account structure is complete and consistent. To
set up the Cost Worksheet more quickly, you can copy the cost codes and
titles from a similar project in the same database. Right-click on a project
and choose Copy Cost Codes.

For details about customizing
column names, see
Customizing Text in the
Contract Manager Module in
the Customizing Log and
Document Windows chapter.

You can also modify Cost Worksheet column names (as well as other
module column names) to match terms you use in your business. For
example, you may use Revenue rather than Budget. It is recommended that
you make column name changes at the start of the project, since these
changes affect all projects within the same database or project group. To
change the column titles, right-click on the top-level folder and choose
Customize Text.

40

Part 1: Getting Started

Creating Submittal Packages and Submittals
For details on creating
submittals, see the Managing
Submittals chapter.

You can easily track submittal review cycles with the module. No matter
how many revisions a submittal goes through, you will always know who
received it and when they received it; which submittals were approved and
which are pending; which are overdue and by what amount of time; and,
perhaps most important, who is currently responsible. The module also
provides distribution copies, transmittals, and dunning letters.

For more information on
submittal packages, see
Adding a Submittal Package
in the Managing Submittals
chapter.

You can group related submittals into packages to help organize them. For
example, you can assemble a submittal package for all items pertaining to
a specific supplier, floor of a building, or area of work. Set up packages at
the beginning of the project so you already have an organized structure
when you are ready to enter individual items.

Planning and Adding a Contract Management Module Project

41

Linking with a Project Management Module Schedule
For details on linking the
Contract Manager module
with a Project Management
module schedule, see the
Exchanging Contract
Manager Module Data with a
Project Management Module
Schedule chapter.

You can link projects scheduled in the Project Management module to
Contract Manager module projects. Once this link is established, you can
use activities in Project Management module projects to build and update
the Contract Manager module project data. You can create a connection
from the Contract Manager module to any Project Management module
project. You can then specify the path and project name in Contract
Manager module using the Schedule section in Project Settings.
The link enables you to review dates from a Project Management module
schedule from within the Contract Manager module to see how schedule
delays or other factors affect a project. Once you specify the project
schedule to link to the Contract Manager module project, you can use
early and actual activity dates from the schedule to update start and finish
dates in the Contract Manager module.

his part explains how to set up log and document
windows, dictionaries, and other options in the Contract
Manager module to your preferences. It also describes
how to change and save the module databases.
Working with Log and Document Windows explains how
to use the log and document windows as well as the
common features for those windows.
Customizing Log and Document Windows discusses how
to modify the workspace and settings to fit your needs.
Setting Up Dictionaries and Preferences explains the
project, dictionary, user, and letters preferences you can
set.
Maintaining a Contract Manager Module Database
discusses how to add Microsoft SQL, Oracle, and Sybase
databases, and back up and restore your Contract Manager
module databases.
Printing Logs, Forms, and Reports describes how to print
the content of any log or document window and the
predefined reports delivered with the module.

45

Working with Log and Document
Windows
In this chapter
Using Log and Document
Windows
Adding, Editing, and Deleting
Documents
Using the Spelling Checker
Creating, Editing, and Assigning
Layouts
Selecting Layouts
Filtering Data in Layouts
Sorting Data in Layouts
Grouping Data in Layouts
Attaching Files and URLs to
Documents

This chapter describes common features of the
Contract Manager module, and explains how
to use them. These features include adding and
deleting documents; using the spelling checker
to proof work; filtering, sorting, and grouping
documents; and attaching and viewing files. In
this section, the phrase â&#x20AC;&#x153;the moduleâ&#x20AC;? refers to
the Contract Manager Module.

46

Part 2: Working with a Contract Manager Project

Using Log and Document Windows
Most functions within the Contract Manager Module consist of a log and a
document window. The log window lists the existing documents for that
function. The document window, accessed from the log window, contains
detailed information about an item grouped in sections related to the item
and also features an Edit mode in which you can add, edit, and delete
items.
Use log windows The following example is a typical log window from
which you can view a summary of existing documents, or add a new
document.
Click to select a layout, then click Go. Layouts
combine filters, sorts, and groups into one
item that you can apply to logs.
Click to
add a new
document.

Click to
print the
default
report.

Click the
dropdown
arrow,
select an
action,
then click
Go, to
print,
import,
export,
add a new
document,
and so on.

Scroll to see more information.
Drag the red bar to the left to split the window so
that columns to the left remain fixed while you
scroll through columns to the right of the bar.

Open a document from a log window To open a document window
in View mode, click the linked (underlined) description/document title
listed in the first column of the log window. Click the document icon to the
left of the title to open the document window in Edit mode.

Working with Log and Document Windows

47

Adding, Editing, and Deleting Documents
You can add documents from most log windows and document windows
by using a variety of techniques. Choose the method you are most
comfortable with or that is easiest for the function you are performing.
Add a new document or document item Use any of the following
methods to add a new document:

The module prompts you
to save your changes when
you exit the document
window.

■

Click Add Document while working in any log window.

■

Click Select an Action, select Add Document, then click Go while
working in any log window and most document windows (in View
mode).

■

You can also add a document by copying all or part of an existing one,
by clicking Select an Action, Generate Document.

Edit a document Use one of the following methods to edit a document:
■

Open the document in Edit mode by clicking its document icon in the
log window.

■

Open the document by clicking its linked (underlined) title in the log
window. Click Edit Document, or Select an Action, Edit Document,
then Go.

■

From a log window, scroll to the last column and click Select an
Action, Edit Document, then Go.

Delete a document To delete a document, open the document window,
click Select an Action, Delete Document, then click Go. Some document
windows contain lists of items, such as the line items in a daily report. You
can delete these items by scrolling to the last column and clicking
Remove.
When you delete a document from a log window, the module
removes its associated document window and any links to
issues and attachments.

48

Part 2: Working with a Contract Manager Project

Using the Spelling Checker
The module provides a spelling checker so you can detect misspelled
words in documents.
The spelling checker looks for misspelled words using the main dictionary
provided and the customizable dictionaries you create. The main
dictionary is comprehensive, but it does not contain proper names or many
specialized words; you can add these words to your user dictionary so that
the module can recognize them.
In addition to misspellings, the spelling checker looks for repeated words,
such as â&#x20AC;&#x153;that that.â&#x20AC;? The spelling checker does not check single-character
words (such as a) or text that does not contain letters (such as 75% or 23).
The spelling checker also does not allow you to change information in
noneditable fields.
Use the spelling checker Open the document for which you want to
check spelling in Edit mode. Click Spelling. If the module does not find
any mistakes, the spelling checker displays the following message: The
Spell check is complete. If it finds a word it does not recognize, it will
provide several options.

Click to display details
about each option.
Choose the correct
option.

Click to change various
spelling-checker features,
including adding words to
customize the spelling
dictionary.

Click to add a word to
the Custom Dictionary.

Working with Log and Document Windows

49

For each word the module does not recognize, select one of the following
options:
■

To keep the spelling, click Ignore. Click Ignore All to ignore all
instances of the highlighted word.

■

To keep the spelling and add the word to your user dictionary so that
the module recognizes the word the next time, click Add.

■

To change the spelling, type a different spelling or choose a
suggestion and then click Change (click Change All to replace all
occurrences of the misspelled word in the current document).

■

To undo a change you made within one field, click Undo.

50

Part 2: Working with a Contract Manager Project

Creating, Editing, and Assigning Layouts
You can define filter, sort, and group specifications to customize a layout
and apply it to a log window. For example, if you use a certain
combination of a sort, filter, and/or group repeatedly, you could create a
layout using them and apply that layout to a log window.
Once you create a layout, you can save it and use it again in other projects.
A layout will appear in the same log window for all projects within a
database. If you create a layout called Layout1 for the Contracts log in
project DEMO, Layout1 will appear in the Contracts log in every project
in that database
Click to
select an
existing
layout to
apply to
the log
window.

For detailed information on
adding layouts, start with the
topic Layouts Overview in
Help.

Add a new layout To create a layout from a log window:
1 Select Customize Layouts from the Layout drop-down list, and click
Go.
2 Click Add to define the layout.
Assigning a layout to a log window
1 In a log window, and click the Layout drop-down list.
2 Select the layout you want to use.
3 Click Go. Any filter, sort, or group settings specified for the selected
layout will apply to the log window.

Working with Log and Document Windows

51

Edit a layout
1 Select Customize Layouts from the Layout drop-down list, and click
Go.
2 Click the document icon next to the layout you want to edit. You can
specify the filter, sort, or grouping to use for the selected layout.
3 Select the document-related columns you want to show in the log
window.
4 In the Set Column Properties window, you can adjust the width of the
columns you choose to display in the log window, select which
columns to display totals, and select the position of the Select an
Action drop-down list. Click Set Column Properties to adjust these
settings.

52

Part 2: Working with a Contract Manager Project

Click to
restore the
layout to
the default
settings.

Click to set the
column properties for
the log window.

Working with Log and Document Windows

53

Selecting Layouts
Set your favorite layouts You can have the Contract Manager module
list your favorite two layouts at the top of the Layout drop-down list.
1 In a log window, select Layout, Customize Layouts.
2 Click Set Favorite Layouts, and select a First Layout and Second
Layout. The selected layouts will appear above all existing layouts in
the list.

Click to transfer layouts
from other databases
you have access to.
Click the document icon
to edit the layout.
Click the Save As icon to
copy the layout and save
it under a different name.

Click one of the
options to create a
filter, sort, or group
specification to
assign to layouts.

54

Part 2: Working with a Contract Manager Project

Filtering Data in Layouts
You can select and rearrange the displayed sequence of a list of documents
in a log using the Contract Manager module filter features for a layout.
A filter shows some documents in a log while hiding others, depending on
the options selected. For example, you can assign a filtered layout for the
Contracts log so you see only contracts for which ACMEGC is the From
Company. The following table defines the valid operators you can use to
define a filter, along with each operatorâ&#x20AC;&#x2122;s meaning.
Condition

Description

=

Is equal to

<>

Not equal to

>

Is greater than

>=

Is greater than or equal to

<

Is less than

<=

Is less than or equal to

Is Null

Date field does not contain a value

Is Not Null

Date field contains a value

OR

When one expression or another is true, the row is selected

AND

When one expression and another expression is true, the row
is selected

NOT

Inverse logic; when an expression is false, the row is selected

Is Blank

The field is blank

Is Not Blank

The field is not blank

Apply an existing filter to a layout
1 Open the log window you want to filter, select Customize Layouts
from the Layout drop-down list, and click Go.
2 Click the document icon for the layout you want to edit, or click Add
to define a new layout. In the Formatting section, select the filter you
want to use.
3 Click Save and Return to Menu, and click Close. The module displays
documents in the list based on the selected filter.

Working with Log and Document Windows

55

Click to
return to the
Customize
Layouts list.
Select the filter
you want to
use, then click
Save and
Return to
Menu.

Click to add
a new filter,
sort, or
grouping
specification.

Add a standard (simple) filter If no predefined filter matches your
needs, you can create your own.
1 Open the log window you want to filter. Choose Layout, Customize
Layouts, and click Go.
2 Click Filter.
3 Click Add and specify information about the documents you want to
filter. You can also edit simple filters.
The following example shows only contracts where the To Company is
equal to A & S Supply or Electrical Contractors. Click Organize Rows to
rearrange the filter statements. Click Verify to check whether the filter is
valid. Click Advanced Filter to build more sophisticated filters. Edit or add
a new layout in the Customize Layouts window to assign the filter to a
layout.
Once you edit a filter in Advanced mode, the filter cannot be
changed back to the standard format.

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Type a name for
the new filter.
Click to add a row to
the bottom of the list.
Select the field,
condition, and value.

Click to view the filter syntax, which
appears in the Criteria section of the
Advanced Filter window, or to create a
complex filter.

Add a complex filter If you require more powerful filters, you can
create advanced SQL statements by using the Advanced Filter feature; to
create a complex filter, click Advanced Filter.
You should only use this feature if you are familiar with SQL
statements.

The following two examples, using Sybase SQL syntax, list all contacts
that have a contract value greater than $100,000:
Filter syntax for the IN operator:
vendor_abbrev IN (Select from_vendor from cnmt WHERE total_cost > 100000.00)

Type a name
for the new
Edit the SQL
statement directly in
this field.
Select fields from the
list, then click Insert.

Filtering Schedule Data
If the Contract Manager module is linked to a Project Management
module schedule, and you want to filter activities in the Schedule log
(click Schedule in the Project Information folder), remember that Project
Management module data is stored in a different format than the Contract
Manager module data, and the syntax of activity criteria based on dates
differs slightly. Examine the syntax for the sample filters in the Criteria
field before you create a new filter for the Schedule log based on dates.

Filtering Tips
A filter applies only to the log to which you add it. For example, if you
create a filter in a contracts log, that filter does not apply to transmittals.
If the Contract Manager module does not list certain documents, remove
the filter, if any, and re-examine the log or document.

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Sorting Data in Layouts
A sort specification changes the order in which documents are displayed.
For example, you can sort the Contracts log so the module lists contracts
in order of accepted date, starting with the latest date at the top.
Apply an existing sort specification to a layout The Contract
Manager module includes several predefined sort specifications.
1 Open the log you want to sort, then select Customize Layouts from
the Layout drop-down list.
2 Click Go.
3 Click the document icon to edit the selected layout, or click Add to
define a new layout.
4 In the Formatting section, select the sort specification you want to
use.
5 Click Save and Return to Menu, then click Close. The module
rearranges documents in the list based on the selected sort specification.
Add a new sort specification If no predefined sort specification
matches your needs, you can create your own.
1 In the Project View, open the log you want to sort, then select
Customize Layouts
2 from the Layout drop-down list.
3 Click Go. Click Sort.
4 Click Add in the Sort window and specify which fields you want to
sort and the order in which you want to sort them. You can sort by as
many fields as you want.
5 Edit or add a new layout in the Customize Layouts window to assign
the sort to a layout.
In the following specification example, the module sorts the log entries by
balance, in ascending order.

Working with Log and Document Windows

Type a name for the
new sort specification.
Click to add a new row.

Click the Field drop-down list
to select the fields on which
you want to base the sort.

Sorting Tips
A sort applies only to the log to which you add it. For example, if you
create a sort in a contracts log, that sort does not apply to transmittals.

59

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Part 2: Working with a Contract Manager Project

Grouping Data in Layouts
Grouping enables you to group and display log documents by criteria that
you specify. For example, you can group and display documents by ballin-court, activity ID, package number, or any other available field. You can
also apply different background and text colors to header rows to
differentiate sections, and you can create multiple groups.
Apply an existing group to a layout
1 Open the log to which you want to apply a group, and select
Customize Layouts from the Layout drop-down list.
2 Click Go.
3 Click the document icon to edit the selected layout, or click Add to
define a new layout.
4 In the Formatting section, select the group specification you want to
use.
5 Click Save and Return to Menu, then click Close. The module
rearranges documents in the list based on the group you select.

Select the grouping
you want to use, then
click Save and Return
to Menu.

Working with Log and Document Windows

61

Add a new group If no predefined group matches your needs, you can
edit an existing one or create your own.
1 Open the log for which you want to group its documents. Select
Customize Layouts from the Layout drop-down list, and click Go.
1 Click Grouping.
2 Click Add in the Grouping window, and type a title for the new
grouping specification.
3 Select the field by which you want to group documents, along with
the colors for the group. You can create multiple groups in a log, with
the top group taking precedence and each subsequent group taking
precedence over any below it.
4 Click Organize Rows to rearrange the grouping rows.
5 To save the specification, click Save and Return to Grouping List.
Click Cancel to return to the grouping list without saving any
changes.
Edit or add a new layout in the Customize Layouts window to assign the
grouping to a layout.

Type a name for
the new group.

Select the field,
background
color, sort order,
and whether to
total the group.

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Grouping Tips
A group applies only to the log to which you add it. For example, if you
create a group from the Contracts log, that group does not apply to
transmittals.

Working with Log and Document Windows

63

Attaching Files and URLs to Documents
You can attach files such as word processor documents, graphics, or
spreadsheets to any module document. You can then start the application
in which the attached document was created directly from the module to
view or modify the attachment.
Attachments cannot be larger than 750 MB. The system
displays an error message if the attachment is larger than the
limit.

You can also attach URLs (Internet addresses) to a module document. You
(or a user to whom you sent the document and attachment) can then click
the URL to open the Web page in your Internet browser.
When creating a new
transmittal from an existing
one, you can also copy the
attachments from the
existing transmittal to the
new transmittal.

Attach a file or URL to a Contract Manager document Open a
document from a log window. In the Attachments section, click Attach
File to attach a file to the document; click Attach URL to attach a Web
address. You can also launch an attached document or URL in its native
application or delete an attachment.

Click to expand the
Attachments section.

Click to attach a file.

Click to
attach a
URL.

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View the attachment To view an attachment, go to the Attachments
section of the document window and click the attachmentâ&#x20AC;&#x2122;s underlined
title. To edit the attachment properties, click the its document icon.
Delete an Attachment To delete an attachment, go to the Attachments
section of the document window and click Remove for the attachment you
want to delete. When prompted to detach the file, click Yes.

This chapter explains how to customize the
Contract Manager module to meet the special
needs of your company. You can modify titles
in the Project View, as well as log column
headings and field labels; customize acronyms
and titles on documents; create custom fields;
and add fields to any document using custom
fields. In this section, the phrase â&#x20AC;&#x153;the moduleâ&#x20AC;?
refers to the Contract Manager module.

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Customizing the Project View
To accommodate your work environment, you can change the names that
the Contract Manager module uses to identify folders and documents, and
the order of the folders in the Project View. For example, you can change
the name of the Contract Information folder to Accounts Payable and
include only Purchase Orders, Trends, and Payment Requisitions. You can
then move the Cost Worksheet, Contracts, and the other modules to the
Communication, Logs, or Project Information folder.
Project View changes are not project-specific; any name changes affect the
entire database and all projects in it. You can edit folder names and the
document order within each folder, change the order of the entire Project
View, and move documents between folders. You cannot add new items to
a folder or remove a folder or log from a project.
To change the Project View folder names and sort orders, right-click on
the top-level folder and choose Folders when no project is open.

Click to add a new folder
to the Project View.

Click to change the name
of the selected folder or
log.

Click to move the
document to another folder
in the Project View or
change the order of a
document.
Click to restore Project
View items to the defaults
distributed with the
software.

Customizing Log and Document Windows

67

Customizing Text in the Contract Manager Module
You can change the names of logs, and customize the text for headings in
log windows and field labels in document windows to match your
companyâ&#x20AC;&#x2122;s terminology. For example, in the Cost Worksheet, you may
want the column name Original Budget to display as Revenue.
Customize the text To customize the text, do the following:
1 Right-click on the top-level folder in the Project View, and choose
Customize Text to edit the text for headings and field labels.
2 Type text in the Search field or click a letter to jump to the fields you
would like to edit. Any change made to headings and labels affects all
projects in the current group. If more than one user changes the same
heading, the module uses the last change made.
Since these changes apply to the entire database, no other
users can be working in the database when you customize the
text. Right-click on the top-level folder and choose Current
Users to ensure that no one else is using the database.

Adjust the width of the
column as necessary
to accommodate
heading changes.

Change the
text label and
click OK.

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3 Click Restore Defaults to return to the default text supplied with the
module. The Print Preview and printed versions of the logs reflect
customized column names. However, if you print a standard report or
form from either the module or InfoMaker, the default column
headings are used.

Customizing Log and Document Windows

69

Choosing Acronyms and Descriptions
You can change the names and acronyms of documents to match your
companyâ&#x20AC;&#x2122;s terminology. Right-click on the All Projects top-level folder
and choose Document Setup when no project is open.
For example, to change the name of the document window called
Company to another name, type a new description (such as Vendor), which
will then appear at the top of the document window. If you change the
description, the new description will appear in document type drop-down
lists.
Click to create documents that
will appear in logs.

Click any item to view
and edit the document
details.

Type the new
name for the
document.

Edit the default
report and form
libraries and print
files associated
with the document.

If you want to restore the default names later, refer to the Default Acronym
and Default Description columns.

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Creating User-Defined Document Types
To add your own document types and reference types in the Contract
Manager module, right-click on the All Projects top-level folder and
choose Document Setup, when no project is open. Then do one of the
following:
â&#x2013;

Click Add Reference Type to create documents you can reference in
correspondence sent and correspondence received.

For example, if you want to include a fax as part of a correspondence
document, define a reference type called FAX, then reference it in the
Type field in the Source Document section of the correspondence
document window.

Customizing Log and Document Windows

71

Creating and Using Custom Fields
A custom field is a field that you can add to the Contract Manager module
database to contain any information you want. You can create and use a
custom field to track certain information, perhaps at a clientâ&#x20AC;&#x2122;s request, that
is not part of a standard Contract Manager module document.
For example, you may be managing a project that consists of three phases.
To print reports and sort information by phase, you can create a custom
field called PHASE, add it to the document in which you need to track the
phase, and then assign a value to the custom field that distinguishes each
phase, such as First, Second, or Third.
For more detailed information
about custom fields, see
Custom Fields Overview in
Help.

Add a custom field Make sure no one else is working in the current
group (right-click on the top-level folder in the Project View and choose
Current Users to display the current users). You cannot add a custom field
to a group if any other users are connected to that group. To add the
custom field, do the following:
1 Right-click on the top-level folder in the Project View and choose
Custom Fields.
2 Scroll down and click the module for which you want to view or add
custom fields.
3 Expand the module to which you want to add a custom field. Click
Add.

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Expand the section to which you
are adding this custom field,
then click Add to enter the
remaining information about the
new field you are adding.
Click the document icon
to open the Custom Field
dialog box to edit the
custom field.

4 Click Organize Rows to arrange the order in which you want the
custom fields to appear in documents.

When you add a custom field, you add a new field to the
Contract Manager module database. Custom fields are a
database-level feature; a custom field is available to every
project in that database.

Customizing Log and Document Windows

73

For custom fields to appear in log windows, you must use
layouts. Click Layout, then select Customize Layouts and click
Go. Click the document icon for the layout you want to edit.
Choose the custom fields from the Available Columns list and
add them to the Show These Columns list. After saving the
changes, apply the layout to the log.

Create a dictionary of terms for a custom field You can create a
dictionary of terms for custom fields and select the module to which the
custom field applies. When you add dictionary definitions to custom
fields, the entries appear when you click Select next to the custom field in
the document window. You can then choose these definitions to apply to
the corresponding document. To add dictionary terms, mark the dictionary
checkbox in the Custom Field dialog box, then click Add in the Dictionary
Items section to open the Dictionary Item dialog box.
Mark the Allow Users to Enter Items Not in the List checkbox to allow
users to type definitions directly in the custom fields. Definitions entered
directly are not added to the Custom Field Dictionary.

Click Add to type the
definition for the
custom field that
appears in the dropdown list.

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Use a custom field with a document To use the custom field with a
document, do the following:
1 Open a document, and click Custom Fields to display the custom
fields available for the document.
2 Type a value or click Select to choose the custom field definition you
want to associate with the open document.

Open the document you
want to associate with a
custom field.

Assign values for the custom fields you have
associated with this document type.

For details about creating,
modifying, and printing
reports, see Printing Logs,
Forms, and Reports in Part 2,
or refer to Help.

Include custom fields in reports You can include custom fields in
reports. For example, using the custom field above, you can create or
modify a report so that it shows only the contracts associated with the First
Phase of the project.

This chapter describes how to set configuration
options that enable you to tailor the Contract
Manager module to fit your specific needs.
You can:
■
Specify the names used on documents and
the codes used to identify work categories,
roles, and status; set transmittal queue
options.
■

Choose whether to use a group or projectspecific company directory.

■

Set requisition preferences and retainage
calculations.

■

Define a schedule link.

■

Establish a change management workflow.

■

Assign default contacts for specific
documents.

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Defining Dictionaries
You can edit or add codes and categories to existing dictionaries in the
Contract Manager module. The defined categories and codes of the dictionaries appear throughout the projects in drop-down lists. Right-click on
the top-level folder and choose Dictionaries, to choose from a list of
database-specific dictionaries that enable you to change or add the
following:
■

Right-click the top-level folder
in the Project View to access
database-specific
dictionaries.

Edit or add reason codes for change management Right-click
on the top-level folder in the Project View and choose Dictionaries,
Reason Codes. During a project, different participants and factors
inevitably introduce changes that affect project contracts. In change
management, these codes enable you to identify the reason for a change.

Codes defined here appear
in all projects in the
database.
Click to sort
columns in
ascending or
descending order.

â&#x2013;

Create a new reason code by clicking Add and typing a reason code
and title.

â&#x2013;

Click Delete to remove a reason code from the Contract Manager
module database.

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Change the names of company roles and define new roles
Right-click on the top-level folder in the Project View and choose
Dictionaries, Company Roles. Click Add.
You can change role acronyms and descriptions to any values you prefer,
but you must select a type from the list in the Type Name field. The
module uses types to categorize the role names you create. These types
include owner, supplier, general contractor, and so on.

Click to set the order in which
codes appear in specification
drop-down lists.

Click to
delete a
company
role.

Add or edit weather conditions and types of equipment used
for daily reports Right-click on the top-level folder in the Project View
and choose Dictionaries, Daily Reports, then choose the type of weather
condition or equipment type you want to define to add to the appropriate
drop-down list in the Daily Report document window in the module.

Setting Up Dictionaries and Preferences

79

Define categories for
Length of Suitable
Conditions, which
appear in daily
reports.

Define the bid packages for drawings Right-click on the top-level
folder in the Project View and choose Dictionaries, Drawings, Bid
Packages. Once the design cycle is finished for architectural drawings on a
project, drawings are sent to different contractors to bid on work.
You can keep track of drawings and their revisions by defining a bid
package for each contractor, then logging the drawings by bid package in
the Drawings log. You can modify this list if you send additional
contractors drawings for bid. You can also filter drawings by bid package.

Enter up to 15 characters for
the bid package abbreviation.

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Define disciplines for drawings Right-click on the top-level folder
in the Project View and choose Dictionaries, Drawings, Disciplines. You
can categorize drawings in the Drawings and Drawing Sets logs by
discipline, such as ELECT, MECH, ARCH, and CIVIL. When you define
disciplines, keep in mind how your company tracks drawings throughout a
project. These categories can be used to sort, filter, and report drawing
information.

Use disciplines to
classify drawings.

Define phase codes for drawing revisions Right-click on the toplevel folder in the Project View and choose Dictionaries, Drawings,
Drawing Phases. Drawings are sent out for different purposes during
different phases of the distribution cycle.
For example, Issued for Bid (IFB) or Issued for Construction (IFC)
identify the purpose of a drawing sent to project participants. In the Design
cycle, drawings in the Design Development (DESIGN) phase require
revision cycles similar to submittal review cycles. Predefined codes are
included for drawing phases, but you can add additional codes to meet
your requirements.

Setting Up Dictionaries and Preferences

81

You can enter up to
eight characters for
the Phase code.

For more information about
the Drawings and Drawing
Sets logs and how disciplines
are used, see the Tracking
Drawingschapter.

Define drawing file numbers Right-click on the top-level folder in
the Project View and choose Dictionaries, Drawings, File Numbers. If you
set up a filing system specifically for drawings, you can add your file
numbers to this dictionary, then select the appropriate number when you
log drawings.

Enter up to 23
characters for the file
number description.

Define paper sizes for drawings Right-click on the top-level folder
in the Project View and choose Dictionaries, Drawings, Paper Sizes.
Specify a size code and corresponding measurements for the individual
paper sizes you use for drawings.

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Click to set the order in
which codes appear in
drop-down lists.

Define codes used for procurement If you use procurement, you
can create new CSI division codes and purchase types. Right-click on the
top-level folder in the Project View and choose Dictionaries, Procurement,
then click the appropriate item for which to create codes.

Click to open the
Purchase Types Detail
dialog box in which you
can define new
purchase types to apply
to procurement.

Setting Up Dictionaries and Preferences

83

Define codes used to specify safety concerns and violations
Recording safety violations, concerns, and injuries on the job site is
critical for conforming to OSHA regulations and keeping records. The
Safety module enables you to track safety violations and accidents. Rightclick on the top-level folder in the Project View and choose Dictionaries,
Safety, then click the appropriate safety code to define. You can define
categories and codes for accident sources, safety dispositions, violations,
and NAICS codes.

Define accident sources
to track accidents.

For a list of CSI section titles
and numbers, see
Masterformat/CSI Codes in
Help.

Add or edit the specification codes used to classify work
Right-click on the top-level folder in the Project View and choose
Dictionaries, Specifications Sections. The codes in the Specification
Sections Dictionary classify construction work using the Masterformat
coding system developed by the Construction Specification Institute
(CSI). A Specification Code field is available in most document windows.
Click Organize Rows to set the order in which the codes appear in dropdown lists, or create a new specification section by clicking Add and
typing a value and description. Click Save and Close.
Click Delete to remove a code from the list.

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These codes are used in
reports and forms, and are
available for sorting and
filtering data.

Add or edit status codes The module displays status description
values in the Status field in various windows. You can change these codes
and descriptions to match your company standards, and you can add new
codes to the list. Use status codes in documents (such as submittals and
change documents) to identify their status in various stages of the project.
1 Right-click on the top-level folder in the Project View and choose
Dictionaries, Status.
2 Click Add.
3 For each code you add, select a type from the drop-down list in the
Type Name field, then select a color to represent the status.
4 Click Save and Close.
The module uses these standard types to categorize the code names you
create.

When adding a new code,
you must select the type and
color from the predefined
values and colors available.

Setting Up Dictionaries and Preferences

85

You can delete codes from this list, but you must keep at least
one Approved, Open, Closed, Rejected, and New Item type.
Only the Description, Color, and Move Below fields are
editable for the New Item status.

Add or edit submittal categories and types Right-click on the
top-level folder in the Project View and choose Dictionaries, Submittal,
then select Categories or Types.
To organize submittals, you can define different categories and types. The
submittal categories and types you define are available in the Category and
Type drop-down lists in the Submittal document window.

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Defining Project Dictionaries
When a project is open, you can add or change drawing areas, punch list
elevations, and punch list rooms. The items defined in the Drawing Areas
and Punch Lists dictionaries appear only in the opened project.

Right-click on a project to
access the projectâ&#x20AC;&#x2122;s
dictionaries.

Assign the areas associated with drawings Right-click on a
project in the Project View and choose Dictionaries, Drawing Areas.
Drawings typically correspond to specific areas of construction work, such
as the reception area in an office building. Areas are useful for a general
association of which particular drawing or set of drawings is referenced in
construction or design work. These areas help to further categorize
drawings so you can more easily determine outstanding requirements in
revisions.

Setting Up Dictionaries and Preferences

87

Click to define a drawing
area.

Define elevations and rooms for punch lists Right-click on a
project in the Project View and click Dictionaries, Punch Lists, then click
Punch List Elevations or Punch List Rooms. You can define elevations and
rooms that are applied to individual punch list items in the Elevation and
Room fields in the Location section of the Punch List Item dialog box
(accessed from a punch list document). Elevations and rooms are projectspecific.

Click to define
rooms to add to
the punchlist.

Add or edit a punch
list item to assign a
Room value.

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Part 2: Working with a Contract Manager Project

Specifying Project Settings
To specify preferences about key participants, contacts, transmittals,
contracts/purchase orders, schedules, requisitions, change management,
procurement, currency, markup, and attachments, you must have a project
open. Right-click on a project name in the Project View and choose
Project Settings. Settings made here form the basis for how these areas
work as you use them throughout the Contract Manager module. You can
set Project Settings for the current project only; the module displays its
name and title at the top of the dialog box.

The examples shown in this section show the default settings
for a new project.

Set Companies In the Companies section, you can indicate whether
you want to use contacts from the project or from the group contact list,
which is a global contact list shared by all projects. To do so, click Switch
to choose either Group (database) or Project.

Setting Up Dictionaries and Preferences

If you select Project, mark to
add new companies to the
database when you add
them to the project.

Mark to update companies in the
database automatically whenever
you update project companies.

89

Save your settings, then
click to select Group or
Project.

Specify key parties In project settings, you can specify a key contact
for the project. The module automatically defaults to this company when
creating documents.

Click Select to choose the
key party for this project.

Click to select a value for the field.
Click to clear the value for the field

For details on using the
Transmittal Queue for
distribution lists, see
Compiling a Submittal
Distribution List in the
Managing Submittals chapter.

Communication settings Communication settings determine
whether and how transmittals are placed in the transmittal queue. If more
than one transmittal exists for any contact in the transmittal queue, you can
combine the information from all of them into one transmittal. You can
also update the queue for every contact on your submittal or drawing sets
distribution list.

Mark to update the Transmittal
Queue every time you update a
submittal.
If more than one transmittal
exists per contact, mark to
combine them.
Mark to generate a transmittal
for each contact on a
submittal distribution list.

Mark to automatically print
transmittals when you add them to
the Transmittal log, then click Create
from the Transmittal Queue.

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The Transmittal Queue link at the top of the module displays the number
of transmittals in the Transmittal Queue, if there is at least one. If you
update sent dates or distribution information for drawings, the number is
updated. After you close the Submittal log you can print (or send)
transmittals after they are added to the Transmittal log. To set up a
distribution list to send transmittals to specific contacts, click Define
Distribution Lists from the Company log window.
You can also specify whether to automatically add a dunning letter to the
Correspondence Sent log; mark the Add Dunning Letters to Sent Log
checkbox. Clear this checkbox if youâ&#x20AC;&#x2122;d rather add letters manually, or if
you donâ&#x20AC;&#x2122;t want to track dunning letters sent in the Correspondence Sent
logs.
For details on linking to a
Project Management module
schedule, see Linking to a
Project Management Module
Schedule in the Exchanging
Contract Manager Module
Data with a Project
Management Module
Schedule chapter, or refer to
Help.

Select a
schedule to
access the
fields below.

Mark to filter
underway
activities in
daily reports
by the
Responsibility
code.

Schedule settings Schedule preferences enable you to specify the
Project Management module project you want to link to the project so you
can access schedule data in most document windows. The module can
extract early and actual start and finish dates from the Project Management
module project and use them to update dates. You can also simply
reference the related activity in the specific document window.

Setting Up Dictionaries and Preferences

For detailed information on
using multicurrency formats,
refer to Help.

91

Currency settings The Currency section enables you to set the format
used in all currency fields throughout your project. For example, if you
want to use the British pound as the currency, select British pound as the
currency format for the project. The currency setting applies only to the
current project.

Select the currency
to use in the project.
Select the conversion
direction.
Select the conversion rate.

Choose the amount in which to
display the currency.

To set the currency used in cost worksheet reports, right-click
on the top-level folder in the Project View and click Reporting
Currency when no project is selected. See Reporting
Currency dialog box in Help for more information.

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Contract and purchase order settings Contract and purchase
order options establish whether the module assigns unique contract and/or
purchase order (PO) numbers to each contract in a project. For example, if
unique numbers are used, every contract/PO defaults to a different
number. This preference is only used to default the contract/PO number,
and will not override any changes to the contract/PO number.
Mark to assign unique
contract/PO numbers to
each new contract. Clear to
use the To and From
contacts to determine the
next available number.

Mark to automatically set the Amount
column of the invoice using the contract/PO
balance and to distribute the amount of the
invoice to the Cost Worksheet using cost
codes from the associated contract/PO.

Costing settings Specify which documents must be fully costed. Mark
these checkboxes to force users to distribute costs for change orders,
contracts, invoices, proposals, purchase orders, requisitions, and/or trends
in their respective Line Items sections. Users must distribute the full
amount to cost codes for the documents checked. There cannot be a Not
Costed amount.

Setting Up Dictionaries and Preferences

93

Requisition preferences The options in this section determine
schedule of value preferences and retainage calculations for all
requisitions that have not been generated from a contract or PO. Set
requisition preferences in this section for new contracts and purchase
orders. To change requisition preferences on an existing contract or
purchase order:
1 Select the project, and select Contract Information.
2 Navigate to the location of the contract or purchase order, and click
the name.
3 Choose Requisition Options from the Select an Action drop-down
list.

Using leading zeros,
specify the first line item
number and the
increment number to
use when the Schedule
of Values is created.

Choose this option to
manually enter the total
retainage in the
requisition summary.

Choose to either manually enter the total tax dollar amount
in the Requisition Summary section or manually enter the
tax percentage in the Schedule of Values section of the
requisition for the module to calculate the total tax dollar
amount based on the percentages you enter.

You can also specify that values can exceed the budget (scheduled value)
by marking the Allow the Value in Completed and Stored to Date (column
G) to Exceed the Line Itemâ&#x20AC;&#x2122;s Budget in Scheduled Value (column C)
checkbox. Mark this checkbox if you want to collect delivery documents
for the requisition schedule of values, since delivery values often cause the
sum of the This Period column (Column E) and the Previous Applications
column (Column D) to exceed the value in the Scheduled Value column
(Column C).

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When you generate a new application, to retain costs for materials stored
in the Materials Presently Stored, Not in D or E column (Column F) in the
Schedule of Values, choose the option to Leave Them in the Same Column
in the New Application. If you want to move cost data for materials stored
to Previous Applications (Column D) in the Schedule of Values, when
generating a new application, choose Move Them to Previous
Applications (Column D) in the New Application.
For Retainage Calculation, you can choose Calculate the Retainage Using
Summary Percentages. If you prefer to enter summary percentages for
completed work and stored materials in the Summary section for the
requisition, mark the % of Completed Work Until Work is Complete and
% of Stored Materials checkboxes.
You can also specify a maximum contract percent complete value in the
Complete field. You must use this option in conjunction with the “% of
Completed Work Until Work is” option for the module to use the
calculation. For example, to stop calculating retainage once the contract is
50 percent complete, enter 50 in the Complete field and mark the “% of
Completed Work Until Work is” checkbox. You cannot edit the Total
Retainage field in the Requisition Summary section of the Requisition
document window if you apply this “ceiling” calculation.
If you prefer to use retainage amounts or percentages for each line item in
column I in the Schedule of Values section, choose Enter Retainage on
Line Items. To use the same percentage to calculate retainage for most line
items, type the percentage in the On New Line items, Set the Retainage
Rate (Column I) to field. The module automatically enters this percentage
in the Retain % column (Column I) in the Schedule of Values section for
the requisition. For example, if you enter 10 percent, the module enters 10
percent in Column I for every line item. You can then edit the items that
use a different percentage.

Setting Up Dictionaries and Preferences

95

Change management preferences The Change Management
section enables you to define the relationship, if any, of committed values
to revenue values, and to set up the Change Management process for your
work process.

You can select change order
and proposal documents for
these fields.

Mark to automatically add a
transmittal entry for each
row added for the estimated
phase when you click Add in
the Commitments section of
the Change Management
document window.

For more information about
change management, see the
Using Change Management
chapter, or refer to Help.

Mark to create correspondence sent
documents when you add estimates in the
Commitments section of the Change
Management document window.

Each Estimated, Quoted, Negotiated, and Final Budgeted value and each
Estimated, Quoted, Negotiated, and Final Committed value creates a
document that is posted to a user-defined column of the Cost Worksheet.
Use this section to supply the document type you want to create and the
corresponding cost category column on the Cost Worksheet where you
want to distribute change amounts.

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For detailed information on
markup, see Applying
Markup in the Using Change
Management chapter. In
Help, see Project Settings
dialog box, or type markup
using the Search or Index
features for a list of topics.

Markup preferences The Markup section allows you to set the markup
percentage or amount to apply to change documents. You can create as
many markup categories and values as you need.

Enter either the markup
percentage you want to
apply to change
documents...
...or enter the markup
amount you want to apply to
change documents.

For a Target
Cost Code,
click to select
a cost code to
which you
want to apply
the markup
values.

Click Add Markup to add a new markup row. Click Add Subtotal to add a
subtotal to the change document. The module subtotals the markup values
above this row in the change document and places them here.
In the Markup section, you can also select a Source Cost Code, which
allows you to break costs into individual components. Instead of basing
markup on one lump sum (such as overall cost), you can divide the cost
into labor, materials, and bond, and you can apply markup categories to
each of those.

Setting Up Dictionaries and Preferences

97

When applying markup, the module calculates the amount to mark up in
the Markup for Changes section of a change order or proposal document
as follows:
■

If a source cost code is used, the applied cost for that row is used as
the amount to apply markup against.

■

If there is no source code, the previous Subtotal amount will be
marked up.

■

If there is no previous Subtotal row, the Document Start row’s Total
Cost column will be marked up.

You can use wildcards in the Source Cost Code field. Use a question mark
(?) to replace one letter or an asterisk (*) to replace multiple letters. For
example, if you created cost codes A1B and A2B, and you enter A?B, both
cost codes will be used. Similarly, if you use A*, all cost codes that begin
with A will be selected.

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Specifying User Settings
You can set personal settings for how you want certain functions
performed. Right-click on the top-level folder or a project in the Project
View and choose User Settings. Settings selected here are user-specific per
the Contract Manager module server. The module saves the changes for
your user ID and uses them for any workstation which you use to log into
the Contract Manager module.

Mark to automatically log
your mail.

Choose whether to show or
hide the Select an Action
menu on logs and
documents.

If you have a direct connection (access) to the location on the server where
attachments are stored, mark the I am currently connected to the file server
checkbox under File Server Access. Check with your Contract Manager
module administrator before changing this setting.
You can choose how to display anchor links within the module. You can
also change the password you use to log into the module.

Setting Up Dictionaries and Preferences

99

Setting Layout Options
Use the Layout Options window to choose how layout titles appear in the
Layout drop-down list in log windows: number and title, title and number,
or title only. Right-click on the top-level folder in the Project View to set
layout options.

This chapter describes the types of information
in Contract Manager module databases. It tells
where to find the information for adding,
updating, and migrating Contract Manager
module databases, which can contain data
common to several projects. It also explains
how to back up a Sybase database and multiple
databases at a scheduled time.
In this chapter, the phrase â&#x20AC;&#x153;the moduleâ&#x20AC;? refers
to the Contract Manager module.

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Adding Contract Manager Module Databases

For details on the sample
projects, see the Overview
chapter.

A Contract Manager module database is a file that contains one or more
projects. Contract Manager includes two project databases:
CMDEMO.DB and CMPROJ.DB. The default database installed is based
on your installation selection. CMDEMO contains the sample projects for
this version, but you can add projects to it. CMPROJ.DB is an empty
database containing only the information necessary to start using Contract
manager.
A database is sometimes referred to as a “Group” (as in the
Change Group dialog box).

Projects in a database share the following information:
■

Companies and contacts. Details about all of the contacts involved in
your projects. For details about adding company information, see
Setting Up the Company Directory in the Planning and Adding a
Contract Manager Module Project chapter.

■

Custom fields. Fields you can add to the module database for tracking
information that is unique to your company and projects. For details
about adding and using custom fields, see Creating and Using Custom
Fields in the Customizing Log and Document Windows chapter.

■

Cost code definitions. Descriptions of your cost code structure, for
reporting purposes, if you are using the Cost Worksheet. For details
about cost code definitions, see the Setting Up and Using the Cost
Worksheet chapter.

Since much of this information is probably the same for your company
across all databases, Primavera recommends that you install the
CMPROJ.DB file.
For detailed, step-by-step information for adding, updating, and migrating
databases, see the Primavera Contract Manager Installation Guide.

Maintaining a Contract Manager Module Database

103

Backing Up a Sybase Server Database
This section describes how to back up a Contract Manager module server
database and its associated logs in a network environment using
DBBACKUP. DBBACKUP.EXE is a program that is installed with
Adaptive Server Anywhere 7. It is located in the \PROGRAM
FILES\SYBASE\SQL ANYWHERE 7\WIN32 folder. ASA7 must be
successfully installed for DBBACKUP.EXE to work properly.
The module’s database server keeps database files open when the server is
running, which prevents network backup utilities from copying the files.
However, DBBACKUP copies the database files to another location where
your scheduled network backup can access them to perform a successful
backup. This option enables you to keep the database server running at all
times. You must run the online backup utility manually for each database.
Create a network database backup Creating a backup of your
Contract Manager module databases involves the following steps:
1 Run the online backup utility, DBBACKUP, from the database server
to create a set of online backup files of your Contract Manager
module databases that your scheduled network backup can access.
2 Run your scheduled network backup.
A database consists of two files, a database file and its
associated transaction log file. The database file has a .DB
extension, such as CMPROJ.DB; the transaction log file has a
.LOG extension, such as CMPROJ.LOG.To create a reliable
backup, include both of these files in your scheduled network
backup.

To run the online backup utility from the database server, click Start, then
choose Run and type the following command in the Run dialog box:
DBBACKUP -Y -r -C “DSN=CMSRVR.CMPROJ” c:\BACKUP
For instructions on creating
the DSN manually on the
server, refer to the Tech Tip
#200228153445.

Replace cmsrvr.cmprom with the ODBC DSN of your Contract Manager
module server database. The DSN can be created manually on the server.
CMPROJ is the name of the database you want to back up. Replace
f:\backups with the name of the destination folder for the backup files; this
should be a folder on a different drive, not the one that contains your
database files.

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The -y option replaces any older files in the destination folder with the
same name without a confirmation. The -c option signals that the database
connection parameters are being supplied. The -r option renames and
restarts the log file.
If you use online backups, Primavera recommends that you
perform them when all users are logged out of the Contract
Manager module. Although you can perform online backups
while users are logged on to the Contract Manager module,
such backups require more time.

DBBACKUP copies the group’s database and transaction log files to the
destination folder and confirms that the files were backed up successfully.
If DBBACKUP displays the message “Database backup completed,” the
process was successful and you can use your network backup procedures
to back up the copies of the database and log files.

The first set of numbers
represents the database
file; the second set represents the transaction log
file. A page is 4096 bytes.

If the confirmation message flashes too quickly to view, you can write the
output messages from DBBACKUP to a file. Use the backup utility option
-o in the command, and specify the output file.If DBBACKUP displays
any error messages, contact Primavera Customer Support for assistance.
For a complete list of option switches for DBBACKUP, refer to the
Adaptive Server Anywhere 7.0 documentation.
You must run DBBACKUP for each database (group) you
need to back up.

The Contract Manager module provides many
flexible ways to print project data. You can
print any log, the contents of a document using
a predefined form, or a predefined report or
dunning letter. You can also modify predefined
forms, reports, or dunning letters or create
your own using the InfoMaker report writer
included with the software. In this chapter, the
phrase â&#x20AC;&#x153;the moduleâ&#x20AC;? refers to the Contract
Manager Module.
This chapter explains the basics of printing
logs, forms, reports, and dunning letters.

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Printing Overview
In the Contract Manager module, you can print a copy of any log, print the
contents of a document using a predefined form, or print a predefined
report or dunning letter. Several multiproject reports are also available to
print data from all projects in your database for the document type.
Depending on your printer designation, you can also print multiple copies
of logs, forms, reports, or dunning letters. This is helpful if you need to
send a copy to several people.

Printing Logs, Forms, and Reports

107

Printing a Log
The logs contain all documents for that module, and columns showing
general information about each document.
Print a log Open the log window you want to print, and then click Print
Report to print the default report for the log.

Preview and print logs as-is (including selected layouts) by sending the log
to Microsoft Excel, keeping the formatting of the current log layout. Any
layouts (grouping, filtering, or sorting) will preview and print as-is.
1 Open a log, and choose Select an Action, Send to Excel, and then
click Go.
2 When the log opens in Excel, you can use Excel's functionality to
print the log.
Refer to the Microsoft Excel Help for more information on using Excel.

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Printing Forms
Use forms to print detailed information from a document, such as a
transmittal. You can:
â&#x2013;

Choose a standard form from those included with the module.

â&#x2013;

Use InfoMaker to customize an existing form or create a new form.

Print a specific form
1 Open the document window for which you want to print a form.
2 Choose Select an Action, Advanced Print, and then click Go.
3 Choose Forms.
4 Select the form you want to print, and then click Print.
The form displays in an Adobe Acrobat pane at the bottom of the window,
as shown in the example on the following page. An Adobe Acrobat query
displays asking you to confirm that you want to print the document. Click
Yes.
Print the default form To print the default form from the document
window:
1 Click Print Form or click Select an Action, Print Form.
2 Click Go.

Printing Logs, Forms, and Reports

109

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Part 2: Working with a Contract Manager Project

Printing Reports
Reports usually include information that the module collects from
multiple documents, such as a list of submittals. You can choose a
standard report from those included with the module, or you can use
InfoMaker to customize an existing report.
Print a report From any log or document window:
1 Choose Select an Action, Advanced Print, and then click Go.
2 Choose Reports, select the report to print, and then click Print.
3 Click Print again after the report displays in Adobe PDF format.
To print the default report from the log window, click Print Report.

Printing Logs, Forms, and Reports

111

Printing Multi-Project Reports
You can print certain reports that contain data from all projects in a folder
for a particular document type. For example, you can list items required
within seven days for all projects, print the Contract log grouped by
project with totals, or print submittals by ball-in-court (BIC) for all
projects. Multi-project reporting provides a convenient way for you to
gather all the data you need to assess status, requirements, and outstanding
issues for all projects. Multi-project reports are denoted by an m_ prefix;
single project reports are identified with an r_ prefix.
Print a multi-project report In the Project View:
1 Click the top-level folder so that no project is selected.
2 Click the Print icon located on the right side of the header.
3 From the drop-down list, choose the log for which you want to print a
report, and click Show.
4 Select the report from the list on the right side, and then click Print or
Preview.
5 Click Print again after the report displays in Adobe PDF format to
print the report.

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Select a log to
list the
predefined
reports for
that document
type, and then
click Show.

Printing Logs, Forms, and Reports

113

Printing Dunning Letters
A dunning letter is a specific type of report used to remind project
participants to deliver certain items or perform certain tasks. You can use
the sample dunning letters included with the module, or you can create
your own using InfoMaker. For example, you can generate a dunning letter
from a punch list to remind a contact of overdue items.
Print dunning letters From the log or document window:
1 Choose Select an Action, Advanced Print, and then click Go.
2 Choose Dunning Letters, select the appropriate dunning letter, and
then click Print.
3 Click Print again after the letter displays in Adobe PDF format to
print it.
Not all logs and documents contain dunning letters.

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Printing Logs, Forms, and Reports

115

Using Print Preview
The Print Preview function enables you to view a document as it will
appear when printed. The document displays in Adobe PDF format.
You can preview a document by clicking the Print Preview button from the
top level of a function (in this case, it will be the default document for the
function), or by using the Advanced Print function.
Previewing a document from the top level If you click the Print
Preview button from the top level of a function without selecting a
document, the default document for the function (Notice Log in the
following example) displays.

Previewing a document through the Advanced Print function
From the log or document window:
1 Choose Select an Action, select Advanced Print, and then click Go.

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2 Click the button next to the type of document to preview (Forms,
Reports, or Dunning Letters).
3 Choose the document, and click the Preview button.

ompleting a project successfully requires the
cooperation of all the participants. This requires the
clear and continual exchange of information, and the
ability to track communications to avoid costly
misunderstandings. This part describes Contract
Managerâ&#x20AC;&#x2122;s extensive logging and tracking system for
every type of project communication.
Sending Contract Manager Module Documents to Other
Users explains how to manage the Inbox, which enables
you to send and receive Contract Manager Module
information from other users. Preparing Transmittals
discusses how to prepare transmittal letters.
Recording and Tracking Communications describes how
to use the Correspondence logs, Letters, Phone log,
Notepads, and Notices log in Contract Manager to store
information about all other correspondence. Recording
Meeting Minutes, explains how to record meeting
proceedings.

119

Sending Contract Manager Module
Documents to Other Users
In this chapter
Inbox Overview
Setting Up the Inbox
Entering E-Mail Addresses for
Contacts

The Contract Manager module enables you to
transfer documents electronically between
users to speed and simplify exchanges between
project participants.
Users can use the Inbox feature to exchange
documents with other team members using the
same projects and databases.
This chapter also describes how to enter the email addresses of your contacts so that you can
use the request notification feature to notify
your contacts with regards to RFIs. The e-mail
addresses you enter can also be used in
conjunction with the Publish Project and Send
PDF feature.
In this Chapter, the phrase â&#x20AC;&#x153;the moduleâ&#x20AC;? refers
to the Contract Manager module.

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Part 3: Communicating Project Information

Inbox Overview
The Contract Manager module Inbox and related Send to Inbox feature
provide a convenient method for transferring documents electronically
between users. Use the Inbox to retrieve documents other users have sent
you.
You can open documents from other projects while in the Inbox without
closing the project you are currently in; while previewing the document,
you can forward it to another user.
The Inbox stores documents sent to you by other users. the module
automatically records documents here that are sent by choosing Send to
Inbox from the Select an Action drop-down. The Inbox displays the linked
name of the document, the date and time sent, the name of the contact who
sent the document, its project, and a comment icon, if applicable.
Notes:
■

To open a document, click the document icon (Edit mode) or the
document’s title (View mode).

■

To forward a document, mark the document’s checkbox and click
Forward.

■

To mark a document as read or unread, mark the document’s
checkbox and click Mark Read or Mark Unread.

■

To delete a document, mark the document’s checkbox and click
Delete.

■

You cannot manually add a document to the Inbox from the Inbox.

■

You cannot send a document to another user’s Inbox if the user does
not have access to the document.

■

When the item is deleted from the Inbox, the Inbox record and its
comments are deleted from the database. The actual document (such
as a submittal) is not deleted.

Sending Contract Manager Module Documents to Other Users

121

Send documents to users When you send a document to a user, it is
equivalent to handing someone a document and asking them to review it.
For example, you may want Steve Johnson, the project manager, to review
the daily report you just entered for the day. To do this, send the document
to Steve's Inbox. The difference between sending it this way and sending it
to users through e-mail is that you are not creating an attachment. You are
providing a link to the actual document in the contact's Inbox. When the
contact opens the document from their Inbox, they are opening the actual
document.
You can also send
documents from the log
window.

To send documents to users, open the document window for the document
you want to send. Choose Select an Action, Send to Inbox, and then click
Go. The Send to Inbox dialog box opens. Select the recipient of the
document in the Send To field. Enter any comments you want attached to
the document in the Comment field. Click Send.
Select the recipient from a list of users.

You can assign a priority
level to the document.
Any comments you
send appear as a
sticky note icon in
the userâ&#x20AC;&#x2122;s Inbox.

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Setting Up the Inbox
Follow these basic steps to set up your Inbox.
To change how items appear in your Inbox From the Inbox
object in the Workspace, click Edit.

The Inbox object
indicates the
number of
documents for each
priority level sent to
you by other users.

Choose whether
to view all
documents from
all projects or
documents only
from projects
within the
selected folder.
Choose how to
organize
documents in the
Inbox.

Sending Contract Manager Module Documents to Other Users

123

Entering E-Mail Addresses for Contacts
You must enter e-mail addresses to use the request notification feature.
This feature automatically sends an e-mail to the RFIâ&#x20AC;&#x2122;s Ball in Court when
you first enter the RFI. It sends a notification to the Ball in Court when the
answer is provided. Your contacts can provide you with their correct email addresses. This feature can also send one response to other contacts
via the Answer Distribution section.
Any e-mail address
entered here can also be
used with the Publish
Project and Send PDF
feature.

Enter an e-mail address for a contact In the Project Information
folder, click Companies. Click a company name or its document icon to
open the document window. Scroll down to the Contacts section and click
the contactâ&#x20AC;&#x2122;s name to open the Contact dialog box. In the E-mail Information section, enter the contact's e-mail address. Click Save & Close.

Enter an e-mail address to send a
notification to the BIC for an RFI.

125

Preparing Transmittals
In this chapter
Preparing a New Transmittal
Using Distribution Lists in Transmittals
Copying a Transmittal
Generating Transmittals from
Other Documents
Delivering Transmittals

Transmittals are memos or cover letters that
accompany submittals, drawings, and material
samples sent during a project.
This chapter describes how you can
automatically generate transmittals from most
Contract Manager module document types,
including submittals, various change
documents, drawings, contracts and purchase
orders (POs), and requisitions.
The module uses names and addresses from
predefined distribution lists you set up in the
Company Directory so you can prepare transmittals quickly. You can also attach files to
generated transmittals, such as drawings, that
were attached to the original document.
The module also enables you to quickly
indicate the reason you are sending the transmittal and the status of the attached items.
In this chapter, the phrase â&#x20AC;&#x153;the moduleâ&#x20AC;? refers
to the Contract Manager module.

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Preparing a New Transmittal
Use the Transmittal document window to record information about the
items that will accompany a transmittal.
Click to add a new transmittal.
Click to modify a transmittal.
Click to view a transmittal.

Scroll to see additional columns, such as contract and
priority level.

Prepare a transmittal In the Communication folder, click
Transmittals to open the Transmittals log, and then click Add Document.
The module supplies the current date and the next available sequential
number, along with your companyâ&#x20AC;&#x2122;s abbreviation and default contact. You
can edit these values. Enter the remaining information about your transmittal in the appropriate sections.

Preparing Transmittals

127

Click to
select a
different
contact or
address.

Viewing or changing Transmittal details Click the triangle beside
each section to expand or collapse its details. Click Expand All or
Collapse All at the top of the window to open or close all sections at once.
View or change the ball in court contact or priority of the
transmittal.

Click to add new transmittal items.

Use this section to provide details about the contents of the transmittal.

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Part 3: Communicating Project Information

Use this section to communicate
why the transmittal is being sent.

Specify how the transmittal contents will be sent. If you choose
Separate Cover Via, type the method in the corresponding field.

Refer to Help for
detailed information on the
Shipping
Company and
Tracking Number
fields.

Type any additional
comments pertaining to
the transmittal.

Mark to indicate the actions the
recipient should take.

Click to distribute the
transmittal to other
contacts. See the next
section for more
details.
Record additional
information
associated with the
transmittal.

Attach related issues or attachments to any transmittal.

Delete a transmittal Open the transmittal document you want to
delete. Click Select an action, Delete Document. Click Go. Click Yes to
confirm. When you delete a transmittal from the Transmittals log, The
module removes its attachments and any links to issues.

Preparing Transmittals

129

Using Distribution Lists in Transmittals
Use distribution lists to record the distribution of a transmittal to the
appropriate people. Scroll down to the Distributions section and click
Add. From the Select Contacts window, click Distribution List in the
Organize by field. Click Select beside any section to choose a specific list
of names. Click Save to add the distribution list to the transmittal.

Click to remove an individual
name from the distribution
list used for this transmittal.

When you print transmittals, you can select the option to print a copy for
all contacts listed on the Distribution list. Choose Select an Action,
Advanced Print, and then click Go.

Select to print the
original transmittal along
with a copy for all
contacts listed on the
distribution list.

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Copying a Transmittal
You can quickly create a new transmittal from an existing one if both
transmittals will contain similar information. For example, you may want
to send information from an existing transmittal to a different contact, but
only the recipientâ&#x20AC;&#x2122;s address is different. Instead of typing the information
again, you can generate a copy of the existing transmittal and then modify
it.
Generate a transmittal copy In the Transmittals log window:
1 Select the transmittal you want to copy.
2 In the Select an Action list, click Generate Transmittal, and then click
Go.
3 Choose whether to copy the same issues and attachments to the new
transmittal, and then click Finish. The next available number and the
current date are assigned to the new transmittal.

Preparing Transmittals

131

Generating Transmittals from Other Documents
For instructions on generating
a transmittal from a submittal,
see Producing Transmittals
from Submittals in the
Managing Submittals chapter.

You can generate a transmittal from various change documents, contracts
and POs, daily reports, meeting minutes, and requisitions. Any attachments to the original document can also be attached to the generated transmittal. Issues associated with the source document are transferred to the
generated transmittal.
Generate a transmittal from another document From the Project
View, open the log and then the document from which you want to
generate a transmittal. Click Select an Action, Generate Transmittal.
For documents that do not have a To and From contact, On the Generate
Transmittal Wizard dialog box, supply the To and From company and
contact information.

For documents that have a To and From contact, the module automatically
generates the transmittal and places it in the Transmittals log. The
Reference field identifies the document type from which the transmittal
was generated.

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Delivering Transmittals
To e-mail a transmittal to
someone, open the transmittal you want to send,
and then click Select an
Action, E-mail form.

When you generate transmittals from submittals, drawings, or revisions,
they are placed automatically in the Transmittal Queue. From the queue,
you can print the transmittal. Once the transmittal is created, you can also
print, fax, or e-mail it to one or more participants directly from its
document window. If you send a transmittal via e-mail, you can mark the
Include Attachments checkbox to include any attachments if they are
detected by your mail program.
Display the Transmittal Queue and specify a delivery method
From a project, select any log, and then click Transmittal Queue at the top
of the window.

Select the entries for
which you want to
create a transmittal
and click Create, or
click Create All to
create transmittals for
all items in the list.

In either case, the transmittals are added to the Transmittals log.

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133

Print, fax, or e-mail a transmittal directly from its document
window
1 Open the transmittal that you want to print, fax, or e-mail from the
Transmittals log.
2 From the transmittalâ&#x20AC;&#x2122;s document window, click Select an Action,
Advanced Print, and then Go.
3 Choose Forms, Reports, or Dunning Letters.
4 Choose a form, report, or letter from the list, and then preview, print,
or e-mail the document. You can also choose Save As to save the
document in CSV or Excel format.
5 Click Close when you are finished.

You can
send the
transmittal to
a fax if you
have
selected
output to fax
as one of
your printer
choices.

Click to send the
transmittal via e-mail.

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Transmittal Reports and Forms
Standard reports and forms are provided for
you to use to print information about transmittals.

From the Transmittal document window,
click Select an Action, and then Advanced
Print. Click Go. Select the report or form,
and then click Print.

This chapter describes how to use the Contract
Manager module communication logs to track
items sent and received during a project,
record telephone calls, save notes, and manage
safety-related documents.
You can record incoming and outgoing
documents in the Correspondence logs, and
create letters in the Letters log in various fonts
and formats.
You can gather and send information using
requests for information (RFIs), notices, and
noncompliance notices, as well as keep track
of important details such as insurance information, work lists, and reminders using the
Notepads log.
Use the Safety feature to document safety
violation notices, record injuries on the job
site, and conform to federal safety regulations.
In this chapter, the phrase â&#x20AC;&#x153;the moduleâ&#x20AC;? refers
to the Contract Manager module.

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Sending Documents to a Correspondence Log
The Contract Manager module Correspondence Received and Correspondence Sent logs enable you to track all items you receive and send during a
project. Use the Correspondence Sent log to record outgoing documents
and prepare form letters. Use the Correspondence Received log to record
incoming documents, especially those that require follow-up. These logs
consolidate incoming and outgoing documents and provide a historical
reference when you need supporting information, such as in a contract
dispute.
Use the Send To command to automatically send an open document to a
Correspondence log, or you can manually create Correspondence
documents and enter the information directly in each section.
Send a document Open the document you want to record in the
Correspondence log and choose Select an Action, Send to Corr Sent (or
Send to Corr Rcvd), and then click Go.
Click to send information about the selected
document to the Correspondence Sent or
Received log.

If you can select an item in a document window, you can log it
as a correspondence document (except from the Cost
Worksheet).

Recording and Tracking Communications

137

The module numbers the item sequentially and enters the name of the
person currently logged into the Contract Manager module. Expand the
Status and Log Information sections to view the ball-in-court, priority,
status, and who entered the document in the Correspondence log.

The Manually Entered field indicates whether this
item was entered manually or sent from a document.

Any dunning letters you print are automatically recorded in the Correspondence Sent log. A separate record, or row in the log, is created for
each contact included on the letter. If you donâ&#x20AC;&#x2122;t want to automatically
record dunning letters, turn off this default preference by clearing the Add
Dunning Letters to Sent Log checkbox in the Communication section of
the Project Settings dialog box.
View correspondence document items While in View mode, you
can view the details of a Sent item by expanding the Source Document
section and clicking the link to open the original source document (except
for dunning letters). If you are in Edit Mode, the link is not available.

Click the link to view the
source document
(available in View
mode).

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Part 3: Communicating Project Information

Use the remaining sections of the Correspondence document to append
additional details such as remarks, details, issues, or attachments to the
correspondence record.

Enter any remarks
associated with the
correspondence.

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139

Adding Correspondence Documents Manually
You can manually add documents that are not included in other logs to the
Correspondence logs.
Add a correspondence document manually From the
Communication folder of the Project View, click Corr. Sent (or Corr.
Received), and then click Add Document. The module enters the current
date and time, Entered By, Manually Entered (set to Yes), and your
company name in the From (or To) field.

Enter the remaining information for the record,
including information about the source document.

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Correspondence Reports and Forms
Standard reports and forms are provided for
you to use to print correspondence records.

From the Correspondence log or document
window, click Select an Action, and then
Advanced Print. Click Go. Select the report
or form, and then click Print.

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141

Recording Letters
During a project, participants often exchange important information
through letters that you may want to record. For example, letters that
outline contractual obligations or clarify a delay can later function as
supporting evidence in a claim. If you have Microsoft Word installed on
your computer, you can use the Letters feature to compose letters to record
information on any topic, such as when you expect a response from the
recipient.
If the temp directory exists on a network drive, the Contract
Manager module must be run as a user account and not a
system account.
You can use mixed versions of Microsoft Word with the
module, including versions 2000, 2002, and 2003.

Add a letter From the Communication folder of the Project View, click
Letters, and then Add Document.
Click to view a letter.

Click to
create a
new letter.

Click to
edit a
letter in
the
module.
Click the W
icon to edit
a letter in
Microsoft
Word.

The module enters the current date, time, log number, and due date (two
weeks from the current date). Click Add to select the To contact for the
letter. Click Select to choose the From contact.

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Type a subject and enter the body of the letter. Continue to fill in the
remaining fields in each section of the window as necessary, and then click
Save and Create Letter.
The remaining sections of
the window provide
additional details including
any related issues or
attachments.

The Issues and Attachments sections do not appear until the
letter has been created in Microsoft Word.

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143

Click to edit this
document.
Click to open
the letter in
Microsoft Word.

For more details on creating
letter templates, see Create
Templates for Letters in Help.

Create a letter template If you did not set up your own template for
letters, the default template displays in the letter portion of the window.
You can select a different template by clicking the drop-down list in the
Template field when you first create a letter.

Generate a new letter from an existing letter If you need to send a
letter similar or identical to an existing one, you can choose Select an
Action, Generate Letter, and click Go from the existing letter. Complete
the entries in the window, and then click Finish.

A separate letter is
generated for each recipient
you add.

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145

Each generated letter is assigned the next available number, in consecutive
order, in the Letters log.
Save a letter as a separate file Click Modify Document in the Letter
document window. The letter is opened in Microsoft Word. Choose File,
Save As and then select the drive and folder in which to save the file, and
type a name.

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Letters Reports and Forms
The module provides a report showing all
letter records created to date and a form
letter duplicating the contents of the
selected letter from the log or document

window. From the Letter document
window, click Select an Action, and then
Advanced Print. Click Go. Select the report
or form, and then click Print.

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147

Using Requests for Information
Use requests for information (RFIs) to enter request and answer
documents. These requests and the answers they solicit provide additional
information or clarify some aspect of the project, such as procedures,
equipment, and materials.
Add a request for information document From the Communication folder of the Project View, click Request for Information, and then,
and then Add Document. Enter basic information about the new RFI (the
type, who it is to and from, its title, number, and date).
Select the document type.

Expand the Status section
to view or select the ball in
court, priority, and status.

To close the request, click Select
to choose the contact closing it,
the click Close and Save.

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Part 3: Communicating Project Information

For details on question and
answer access rights, see
Request for Information/
Answer document window in
Help.

Enter a question and answer Use the Question and Answer sections
to enter questions, proposed solutions, and answers. You can also create
distribution lists for the questions and answers.

Type the question, and then enter other details about the question, if necessary.

Click to copy the contacts from
the question distribution list to
the answer distribution list.

Click to open the Add Distribution
dialog box to select contacts to send
the question to.

Click to copy the contacts from
the question distribution list to
the answer distribution list.

Open the Answer
section to view the
resolution for the RFI.

Click to open the Add
Distribution dialog box
to select contacts to
send the answer to.

When you initiate change management from an RFI that has a
question and answer, (choose Select and Action, Initiate CM,
and then click Go), The question and answer to the Remarks
section are copied in the Change Management document
window.

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149

Add details, drawings, and schedule information to the RFI
Use the Details section to select items associated with the request, such as
a specification item, reference document, contract, architect number,
subcontractor, and so on.

If the RFI was generated
from change management,
the number appears here.

Click to
append
drawing
documents
to the RFI.

Open the Schedule section to see how the resolution to this request for
information might impact the project schedule.
Expand the
Schedule section to
view activity information such as,
start and finish
dates and the time
change (total float).

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Part 3: Communicating Project Information

Sending Notices
Use notices to inform project participants of the latest project
developments including changes in condition, bulletins, or change
sketches.
Add a notice From the Communication folder of the Project View, click
Notices, and then Add Document. Enter basic information about the new
notice. In the Type field, specify whether the notice is a change in
condition, bulletin, or change sketch. Enter other details such as the title,
who it is to and from, its number, its related contract, and the cost.
From the Notices log window, click to add a notice.

Choose a
notice
type.

Expand a section to enter
more information, such as
a detailed description.

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151

Sending Noncompliance Notices
Use noncompliance notices to inform project participants of deviations
from the contract specifications. For example, the owner might send a
noncompliance notice to the general contractor (GC) because of a contract
safety and health requirement violation. The GC will then generate a
noncompliance notice to the appropriate subcontractor. In most cases, the
recipient will need to respond with brief details of corrective actions
required/taken.
Add a noncompliance notice From the Communication folder of the
Project View, click Noncompliance Notices, then Add Document. Enter
basic information about the new notice (its type, title, who it is to and
from, its number, title, if it is related to a change issue, and the cost).

Select to
whom the
notice
should be
sent and
status
information.

Scroll down and type a
description of the problem
and sign it.

Type the corrective action
and sign it.

Recording and Tracking Communications

Generating a New Document from an
Existing One
Although you can add documents manually,
using the Generate feature saves time. In
addition to reducing data entry by copying
data from an existing document to a new one,
generating ensures that the
information in related documents is

consistent. You can generate documents from
RFIs, notices, noncompliance notices, and
trends. For example, to generate a change in
condition from an existing RFI, open the RFI
document window and choose Select an
Action, Generate Document, and then click

Select the type of document
you want to create.

Select the To/From
contact information
for the document.

Select the contract
associated with this
document.

Type remarks for the
document.

Choose Yes to link the
new document to the
same issues as the
original.
Scroll down and choose
whether the new documen
should link to the same
attachments as the
original.

152

Recording and Tracking Communications

153

Writing Notes with Notepads
Contract Manager module notepads make it easy to track important
details, such as comments, work lists, and reminders. Create a different
notepad for each category of information you need.
Writing notes is a two-step process: first add a notepad that refers to a
specific subject, and then add as many items as you want to that notepad.
Add a notepad From the Communication folder of the Project View,
click Notepads, and then Add Document. Type a name for the notepad and
a brief description of its subject matter.

Add an item to a notepad In the Notepad Items section, click Add.
The current date is entered and assigned the notepad item the next
available number. When you are finished, click Save & Close or Save &
Add Another.

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Delete notepad information You can delete an item from a notepad,
or delete an entire notepad from the log.

To delete a notepad item, scroll to the right
and click Delete. Click Yes to confirm.

To delete a notepad document, open the document, and then choose Select
an Action, Delete Document, and then click Go. Click Yes when
prompted to confirm the deletion. Any links to issues are also deleted.

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155

Notepad Reports, Forms, and Dunning
Letters
Standard reports, forms, and dunning letters
are provided for you to use to print notepad
records.

From the Notepad document window, click
Select an Action, and then Advanced Print.
Click Go. Select the report, form, or
dunning letter, and then click Print.

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Part 3: Communicating Project Information

Documenting Telephone Calls
Project participants often communicate important project information via
telephone conversations, such as follow-up calls that clarify work included
in bid estimates. A Telephone Records log is provided to enable you to
document the date, content, and names of persons involved in each call.
Documenting a telephone call From the Communication folder of
the Project View, click Telephone Records, and then Add Document. The
module enters the current date and time, the next available consecutive
number, and your name. You can edit these entries. Type a brief subject
and description of the call, the participating parties, and the status of the
call.

Recording and Tracking Communications

Telephone Record Reports and Forms
Standard reports and forms are provided for
you to use to print telephone records.

From the Telephone Record log or
document window, click Select an Action,
and then Advanced Print. Click Go. Select
the report or form, and then click Print.

157

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Part 3: Communicating Project Information

E-mailing Forms
You can e-mail document windows as forms in PDF files, as well as a link
back to the actual Contract Manager module document using the E-mail
dialog box. From a document window, choose Select an Action, E-Mail
Form (E-Mail Letter from the Letter document window), and then click
Go.

Click to select a
recipient for the e-mail.

Enter a subject and
any remarks.

Mark this checkbox to
send any attachments in
the e-mail.
Click to send the e-mail.

When the recipients receive the e-mail, they can either open the PDF to
display the form (or DOC file if it is a letter), or click the link to open the
document window.

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159

Click to open the Contract Management module document window in
Contract Manager module.

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Part 3: Communicating Project Information

Managing Safety Notices and Reports
Use the Safety Notices and Reports feature to record information about
safety violations, injuries, illnesses, and to keep records for federal regulations such as Occupational Safety & Health Administration (OSHA).
The Safety notices and reports address the following areas:
Injury or illness reports Fill out these reports each time there is an
accident, injury or illness at a site. You can also record “near miss” items,
and use them for training to help prevent future mishaps. Also, once an
injury or illness report is recorded, you can send e-mail to a distribution
list to inform contacts what is documented.
Safety violation notices You can create and print out a safety notice
to inform a vendor of a potential hazard, and e-mail it to contacts in a
distribution list.
Federal reporting requirements The safety notices and reports
satisfy OSHA's 300, 300a, and 301 federal reporting requirements.
Individual states may have additional requirements. It is up to you to be
aware of these regulations. You can print the forms required by OSHA.
Any company with more than 10 employees is required to track
information for OSHA.
Form 301 is one of the first forms a company must fill out when an injury
or illness has occurred. This form, along with forms 300 and 300a (300
Summary), helps the employer and OSHA develop a picture of the extent
and severity of work-related incidents. According to public law 910596,
form 301 must be kept on file for five years following an incident.
Form 300 is the log of work related injuries and illnesses. Companies must
complete form 300 for every work-related illness or injury. One form is
required for each person involved.
Form 300a is required to be posted at the workplace from February 1 to
April 30 of the year following the one covered on the form. All employees
and former employees are entitled to review Form 300 entries in their
entirety upon request as part of OSHA’s record keeping rules.

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161

Create a safety notice In the Communication folder, click Safety, and
then Add Document. In the Safety Violation document window, the new
safety notice is assigned the next available number and the current date is
entered.

Edit the Type, To, From, Number,
and Title fields as necessary.

Viewing or changing safety notice details Expand the Status
section to view or change the ball in court contact, priority, status, and so
on of the safety document. Use the Employee section to enter information
about the employee.

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Part 3: Communicating Project Information

Enter a description of the incident.

Record details of any injury or illness that occurred.

Use the Details section to view the project manager to whom the safety
violation pertains to, and any associated fine levied against the company.
Use the Distribution List section to record the names of contacts who
should receive a copy of the safety violation notice.
The Actions Taken section keeps historical records of changes made to the
safety notice. Any changes made to fields in this notice corresponding to
the columns in this section will add a new row to this section. This section
is not editable. You can view the row by clicking Select and Action, View,
and then Go.
Attach related issues or attachments to any safety document.
If you make any changes to the Safety Notice, click Save at the bottom of
the document window.
If an Injury or Illness Report is being generated, the Case
Number is incremented automatically.

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163

Generate a safety notice based on an existing one Safety
notices often contain similar information. To reduce data entry time, use
the Generate Document feature to create a copy of a safety notice, and
then edit the copy to reflect any differences.
From the safety notice you want to copy, choose Select an Action,
Generate Document, and then click Go.
Choose which sections to copy to the new safety notice, and then click
Finish to create the new safety notice.

164

Part 1: Title of This Part

Safety Reports and Forms
Standard reports and forms are provided for
you to use to print safety reports and
documents.

From the Safety document window, click
Select an Action, and then Advanced Print.
Click Go. Select the report or form, and then
click Print.

165

Recording Meeting Minutes
In this chapter
Adding a Meeting
Producing an Agenda from the
Minutes of the Last Meeting
Using the Advanced Print
Function

Every project includes a number of meetings
to discuss progress and delays and to clarify
specifications or designs. This chapter shows
you how to use the Contract Manager module
to record the details of every meetingâ&#x20AC;&#x201D;the
attendees, discussion items, decisions, and
persons responsible for action items.
Once you record meeting minutes, you can
easily locate any detail about a meeting and
create an agenda for the next meeting by
generating unresolved items forward.

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Part 3: Communicating Project Information

Adding a Meeting
Use the Meeting Minutes module to record all pertinent information about
a meeting, such as attendees and business items.
Add a meeting In the Communication folder, click Meeting Minutes to
open the Meeting Minutes log window.
Click to create a new Meeting Minutes document.

Scroll to see additional information, including the
latest meeting, priority, and approved columns.

Recording Meeting Minutes

167

Type the subject,
time, and location
of the meeting in
their respective
fields.
Click Save.

When you click
the Return to
Log link, the
module marks
the Latest
Meeting
checkbox in the
log, indicating
that this is the
most recent
meeting.

Click the Edit Document button within any Meeting Minute document to
view or change details about the meeting.
In the Status section, click Select in the Ball in Court field to select the
contact responsible for acting on this meeting. Select the priority level for
this meeting, which will appear in the coordinatorâ&#x20AC;&#x2122;s Action List.
Approving Minutes Meeting Minutes are generally approved after
sending the document to the attendees and getting their comments. To
approve minutes, select a contact in the Approved by field and then click
Approve and Save. The Approved field displays Yes indicating that the
meeting minutes are approved.

1. Select the contact who
approved the meeting
minutes, and the date of
approval.
2. Click Approve and Save after entering the Approved By
information to approve the meeting minutes document.

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Part 3: Communicating Project Information

Add a business item Scroll to the Business Items section of the
Meeting Minutes document window, then click Add. The item is assigned
the next available number. Type a description of the item, and then select a
status in the Status field. Click Select adjacent to the Ball In Court field to
select a company abbreviation from a list.

Complete the remaining fields as appropriate. Click Save & Add Another
to continue adding business items. When you are finished adding items,
click Save & Close. The new item is added to the bottom of the list.
For details on listing primary
contacts, see Setting Up the
Company Directory in the
Planning and Adding a
Contract Manager Module
Project chapter.

Add an attendee In the Attendees section of the Meeting Minutes
document window, click Add. Select the contact in the Company field.
The module automatically fills in the initials and company name of the
key contact in the Company Directory. Click Save & Close.
Link meeting minutes to issues Scroll to the Issues section of the
Meeting Minutes document window to link meeting minutes to previously
identified issues. You can also link business items to issues by scrolling to
the Issues section of the Business Item dialog box.
Attach relevant files to meeting minutes Use the Attachments
section to easily attach associated documents to your meeting minutes,
such as drawings, pictures, or text files.

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169

Producing an Agenda from the Minutes of the Last
Meeting
During a project, meetings are often held at regular intervals; the same
people attend and the agenda contains the open items from the previous
meeting. You can create a new meeting minutes entry by copying the
pertinent information from the minutes of the last meeting.
Copy meeting minutes information From the Meeting Minutes log
window, open the meeting document containing the information you want
to copy. From the Select an Action drop-down, click Generate Document,
and then click Go.

Select a date for the
new meeting.

Choose whether to link
the new meeting
document to the same
issues and attachments
as the original document.

You can print this new document and use it as an instant agenda. After the
meeting, update the record with any new information.
■

Business items with an Approved or Closed status are not copied.

■

All New, Open, and Old business items are carried forward, and their
status changes to Old. Business items with an Approved or Closed
status are not copied.

■

All attendee information in entered in the Attendees tab. You can edit
this list.

■

The newly generated meeting is marked as the latest meeting.

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Part 3: Communicating Project Information

Using the Advanced Print Function
See â&#x20AC;&#x153;Printing Logs, Forms,
and Reportsâ&#x20AC;?

After you enter the minutes for a meeting, you can print copies and
distribute them to the attendees to remind them of their responsibilities.
Standard reports, forms, and dunning letters are provided for you to use to
print the meeting minutes.
Select the Meeting Minutes to View or Print
To select Meeting Minutes to view or print, do the following:
1 Open the project, and expand the Communications folder.
2 Click Meeting Minutes.
3 Click the meeting minutes you want to view or print.
4 Click Print at the top right of the screen.
5 On the Print dialog box, click the button next to the type of document
you want to print (for example, Reports).
6 Choose the document from the list of documents in the box.

Part

Working with Contracts,
Project Costs, and
Changes
In this part

Setting Up and Using the Cost
Worksheet
Managing Contracts and Purchase
Orders
Using Trends
Preparing Requisitions for Payment
Recording Invoices
Using Change Management
Using Procurement
Creating and Tracking Issues

4

T

his part contains information about using Contract
Manager module to help you manage your contracts,
purchase orders (POs), requisitions, invoices, changes,
and other cost-related documents.
Read the chapters in this part to learn how to set up and
use the Cost Worksheet to track budgeted and committed
costs; create lump sum and unit price contracts and POs;
use trends to track possible cost increases; and record
billing information in requisitions and invoices.
You will also learn how to manage complex changes
using the change management process, use procurement
for tracking bids on labor and materials, and use issues to
cross-reference and link documents throughout Contract
Manager module so you can retrieve them quickly.

173

Setting Up and Using the Cost
Worksheet
In this chapter
How Costs are Tracked
Items the Cost Worksheet Tracks
Adding Cost Codes
Adding Cost Code Definitions
Copying Cost Codes and Titles
Distributing Costs to the Cost
Worksheet
Distributing Costs Using Change
Management
Getting the Information You Need
from the Cost Worksheet
Using the Custom Cost
Worksheet Section

Keeping track of a budget, the amount actually
spent, and the amount the original budget has
increased (through changes, for example)â&#x20AC;&#x201D;is
important to the success of any project.
The Cost Worksheet provides a central
location where you can collect and track
commitments, budget, and actual information
and quickly check the financial status of your
project. You can adapt standard cost codes or
create your own to help track and report
different types of costs.
This chapter explains how to set up the Cost
Worksheet, how to distribute costs from
different documents, and how to interpret
information in the Cost Worksheet.

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Part 4: Working with Contracts, Project Costs, and Changes

How Costs are Tracked
The Cost Worksheet tracks costs distributed from contracts, purchase
orders (POs), invoices, requisitions, proposals, trends, and changes. Use
the Cost Worksheet to closely track budgeted costs, committed costs,
actual expenditures, and budget revisions caused by changes. You can also
track costs associated with the documents you defined for your change
management work process and see how pending cost changes affect the
Cost Worksheet as they occur.
Using the Cost Worksheet is optional: you can use the cost
documents listed above independently. However, if you collect
cost information in the Cost Worksheet, use it with all of your
cost-related documents.

COST WORKSHEET

Contract
TOTAL
$1,000,000

Committed

Actuals

$1,000,000

$50,000

Invoice
TOTAL
$50,000

Changes
$250,000

Bottom Line
$1,200,000

Change
TOTAL
$250,000

The rest of this chapter shows you how to set up the Cost Worksheet,
update it, and review the financial information thatâ&#x20AC;&#x2122;s important to you.

Budgeted includes the original budgeted amount, approved revisions
to the budget, revised budget amount, pending budget revisions,
estimated budget revisions, manual adjustments to the budget, and the
projected budget.

■

Committed includes the original commitment amount, approved
revisions to committed costs, the revised commitment, pending
revisions to committed costs, estimated revisions to committed costs,
the adjusted commitment, and the projected commitment.

You can use the Order Code field to vary the sort order of your Cost
Worksheet from the cost code order.
The chart on the following page shows the main categories of the Cost
Worksheet and their subcategories. The bullets indicate where the module
places money in the Cost Worksheet when you distribute an amount from
a contract, PO, invoice, requisition, trend, change order, or proposed
change order.

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Part 4: Working with Contracts, Project Costs, and Changes

In the Contracts and POs rows of the chart, the module can distribute the
amount to the Original Budget or Original Commitment section of the
Cost Worksheet. When you distribute the contract or PO amount, select
the Budget or Commitment category, and the Original subcategory is
automatically selected.

Cost Category Distribution

x
x
x x x

Proposals

x
x x

Approved <Custom> Revisions

Revised <Custom>

Pending <Custom> Revisions

Estimated <Custom> Revisions

<Custom> Adjustments

Projected <Custom>

<Custom> Percent

M N O P Q R S T U V W X Y Z a

Funding

Original <Custom>

Projected Variance

Pending Variance

Approved Variance

Variance

Original Variance

Actuals Expended

Actuals Issued

Actuals Received

Purchasing Buyout

Buyout

Estimated Gross Profit

Estimate Accuracy

Original Estimate

Procurement Estimate

Projected Commitment

Actuals

b

c

d

e

f

g

h

i

x
x
x
x
x x x

x
x x

x x x

Invoices

*

†

‡

*

†

‡

x
x
x x x

x
x x

If Contract/PO is distributed to Committed

†

If Contract amount is distributed to Budgeted

‡If

Contract is distributed to Funding

x

x x
b+c+e+f+g

(A+B+D+E+F)-(H+I+K+L+M)

(A+B+D)-H-(I-K)

x x x x
(A+B)-(H-I)

P-O

*

O-H

x x x x
P-H

x

A-P

x

H+I+K+L+M

Cost
Worksheet
Column
Calculation

x

H+I

x

A+B+D+E+F

Calculated by
the module

A+B

Requisitions

b+c

x x x x x x

Procurement

A-H

Trends

K L

Estimate

x
x

POs

Change Orders

J

Adjustments

x

I

Estimated Revisions

Contracts

Pending Revisions

A B C D E F G H

Revised Commitment

Column

Adjustments

Type of
Document

Approved Revisions

Original Commitment

Projected Budget

Estimated Revisions

Pending Revisions

Revised Budget

Commitment

Original Budget

Approved Revisions

Budget

Setting Up and Using the Cost Worksheet

177

Adding Cost Codes
Use cost codes to break down costs in the Cost Worksheet. Cost codes are
similar to categories in a checkbook. For example, if your mortgage
payment is $1,000 a month, $400 may apply to principal and $600 to
interest. When you record the $1,000 payment in your check register, you
may distribute it to principal and interest categories for tax reporting
purposes.
Similarly, you may have a lump sum contract for $50,000, of which
$25,000 is for rough carpentry and $25,000 is for finish carpentry. To track
each carpentry cost separately in the Cost Worksheet, create two codes,
Rough and Finish, and distribute $25,000 to each.
You must create cost codes before you can distribute costs to the Cost
Worksheet. Consider building meaning into the cost codes. For example,
some companies base their cost codes on standard CSI codes.
Add a cost code Click Cost Worksheet in the Contract Information
folder. Click Add Cost Code to open the Cost Worksheet dialog box. Type
a cost code and a title. Enter an order code if you want to manually sort the
cost codes in the Cost Worksheet log window. The order code should
correspond to the desired order in the list. The description area can be used
to further describe the cost code. Choose to save and close the window or
save and add another cost code.
You can create cost codes up to 30 characters; they can
consist of any combination of letters, numbers, and special
characters. You cannot add a cost code named Not Costed.

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Part 4: Working with Contracts, Project Costs, and Changes

Click Add Cost Code from the Cost
Worksheet to create cost codes.

Once a cost code is saved, you must have administrator
privileges to edit it.

To delete a cost code from the Cost Worksheet, select the cost code, and
then choose Delete Cost Code from the Select an Action drop-down list.

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Part 4: Working with Contracts, Project Costs, and Changes

Adding Cost Code Definitions
Cost code definitions enable you to sort and display cost information
flexibly in custom reports. For example, if the cost code 06 100 D represents direct costs (D) related to rough carpentry (CSI division 06 100), you
need to define this meaning.
You can use up to 30
characters for each cost
code.

Add a cost code definition Right-click on the top-level folder (All
Projects by default), from the Project View and choose Cost Code Definitions. In the Cost Code Definitions dialog box, define your cost codes by
entering a name representing a portion of the code, a description of what
that portion of the cost code represents, the position where that portion
begins in the cost code, and the length of that portion of the code.
In the following example, the first section of the cost code definition,
DIVI, (which represents the CSI division) takes up two characters of the
code, followed by a space (which is why the next second section starts at
4), and is succeeded by the five-character specification section, followed
by a space (which is why the third section starts at 10), and then the oneletter cost category.

The cost codes for this project consist of a CSI division, a CSI subdivision, and
a cost category (to track direct, indirect, and vendor costs, for example).

Click a document icon to enter
values for each component of

Setting Up and Using the Cost Worksheet

181

To define cost code definitions, you must be the only user
logged into the Contract Manager module. All other users
must be logged out.

When you add a cost code, you can refer to the definitions created here to
properly format the complete cost code.
Breaking down cost codes enables you to use the definitions to customize
cost reports by filtering, sorting, and grouping on any part of your
definition. For example, the single-character CATG cost code in the
preceding example creates a report containing all cost codes that are not
Overhead, sorted by cost code and grouped within their categories, with
the title for the category from the cost code definitions printed above each
section.

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Part 4: Working with Contracts, Project Costs, and Changes

Copying Cost Codes and Titles
Copying the cost codes and titles from one project to another in the same
database makes it easy to create closely related or similar projects. Specify
the From and To projects and which codes you want to transfer.
You cannot copy cost codes to a project that has existing cost
codes.
For information about
importing cost codes from
other applications, see
Exchanging Contract
Manager Module Data with
Other Applications.

Copy cost codes and titles In the Project View, right-click on the
project to which you want to copy codes and choose Copy Cost Codes.
Select the project from which you want to copy codes. Select a specific
cost code then click Add, or click Add All to copy all the cost codes from
one project to another. Choose Remove or Remove All if you change your
mind about which codes to copy from one project to another. You cannot
remove an existing cost code from the â&#x20AC;&#x153;Copy Toâ&#x20AC;? project.

Click to display a list of
projects from which to copy
codes.

Open the project to which you copied the cost codes, and then open the
Cost Worksheet to view the copied information. Cost codes and titles are
copied to the project without any of the distributions.

Setting Up and Using the Cost Worksheet

183

Distributing Costs to the Cost Worksheet
To break down the value of a contract, PO, invoice, requisition, trend,
proposal, or change, distribute the associated costs to one or more cost
codes in the Cost Worksheet. This section uses a contract as an example of
how to distribute costs; follow the same procedure to distribute costs for
any other documents.
Distribute costs Open the document window for the contract for which
you want to distribute costs, and then click the Line Items icon at the top
of the page or scroll down to the Line Items section. Click either Add
Lump Sum or Add Unit Price. Type the amount to distribute in the Lump
Amount or Unit Price field. Scroll down to the Costing section and click
Add to select the cost code to which to distribute costs. Add as many cost
codes as necessary. Enter the amount to distribute in the Distributed field,
and then click Add Balance. Click Save & Close to send the data to the
Cost Worksheet.
Since most documents from which you can distribute costs
relate to a specific contract, distribute contract costs first.

From a Contract or PO document window, values are distributed to either
the Budgeted or Committed section of the Cost Worksheet.
The following page illustrates the basic process for distributing costs to
the Cost Worksheet.

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Part 4: Working with Contracts, Project Costs, and Changes

1 Open the
document
window for a
contract, PO,
invoice,
requisition,
proposal,
change order,
or trend. Click
the Line Items
icon.

2 Click Add Lump Sum
or Add Unit Price.

3 Type the amount in the
Lump Amount (or Unit
Price field if you chose
Add Unit Price).

4 Scroll down to the
Costing section and
click Add.

5 Select the cost codes
to which to distribute
costs.

6 Click Save & Close
at the bottom of the
window when you
are finished.

Setting Up and Using the Cost Worksheet

185

In Project Settings, if you mark the checkboxes under the
Costing section, Document Must be Fully Costed column, you
must post the entire balance to existing cost codes.

Distributing costs from proposals and change orders When
you distribute costs from proposals, costs are categorized as pending in the
Cost Worksheet. When you distribute costs from change orders, costs are
categorized as approved or pending, based on the status code entered in
the Status section of the change order. Approved costs have a status of
Approved. If the status is anything other than Approved, Closed, or
Rejected, costs associated with the change are Pending.
To access the Status
Dictionary, right-click on
the top-level folder in the
Project View, and then
click Dictionaries, Status.

To ensure that the Cost Worksheet works properly, you must include at
least one of each of the following status types in the Status Dictionary:
New, Approved, Open, Closed, and Rejected. You cannot delete the last
status code for each of these status types. For example, if only one status
with a status type of Approved is included in the Status Dictionary, you
cannot delete that status.
If you change the status of any change document to Closed or Rejected,
the module retains the document’s cost distributions but removes this
information from the Cost Worksheet and the Contract Summary section.

For more information about
trends, see the Using Trends
chapter.

Manually Adjusting the Cost Worksheet
Use trends—a manager’s expectation of future costs—in conjunction with
the Cost Worksheet to track possible cost increases. To add or transfer
money within the Cost Worksheet without modifying the original contract
or PO or adding a change order, add a Trend document, and then distribute
its cost to the Cost Worksheet.

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Part 4: Working with Contracts, Project Costs, and Changes

Distributing Costs Using Change Management
To access Project Settings,
right-click on a project in
the Project View.

Change management is a work process that automatically creates the
documents necessary to track a change from the initial request through
approval. Change management links the documents for reporting
purposes, and updates the Cost Worksheet at each step in the work process
according to your specifications. Using the Change Management section
in Project Settings (shown as follows), you supply the document type you
want to create, and the corresponding column on the Cost Worksheet
where you want to distribute change amounts. Each budgeted and
committed value creates a document that is then posted to the Cost
Worksheet areas you specify.
You can also enable editing previous change management phases and
copying cost codes from previous phases.

Specify document types
and cost categories to
accommodate your work
process for managing
changes as they occur.

For details about change
management, see the Using
Change Managementchapter.

When you add values for one of the phasesâ&#x20AC;&#x201D;Estimated, Quoted,
Negotiated, or Finalâ&#x20AC;&#x201D;in a Change Management document, the designated
documents are generated based on the information you provide. Click
Change Management in the Contract Information folder to access this
document type.

Setting Up and Using the Cost Worksheet

187

The module automatically assigns cost
codes from the corresponding contract/
PO for the cost distribution.

If more than one cost code exists for the originating contract/PO, the
document value is treated as a lump sum value, and it is placed in a cost
code called Not Costed. You can then distribute the value among the
appropriate cost codes.
If the contract has only one cost code, the entire document
amount is distributed to that cost code.

The next time you enter a value in a phase to continue the change
management work process, the cost codes created in the holding table are
based on the prior document in the work processâ&#x20AC;&#x2122; costing scheme. You
can, however, add cost codes to subsequent documents as necessary in the
work process.

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Part 4: Working with Contracts, Project Costs, and Changes

Getting the Information You Need from the Cost
Worksheet
After you set up the Cost Worksheet and distribute costs to it, start using it
to monitor your projectâ&#x20AC;&#x2122;s financial condition. You can see as much or as
little detail as you need.
For a quick glance at the current status Review the totals at the
bottom of the Cost Worksheet.

The bottom row of the Cost Worksheet
provides you with a quick summary of
your project costs.

For a detailed look at the costs associated with a specific cost
code Click the Cost Code document icon.

Setting Up and Using the Cost Worksheet

189

Click the appropriate icon to see detailed cost information for
the corresponding area of the Cost Worksheet.

For more information on
using these features, see the
Overview and Working with
Log and Document Windows
chapters.

Using Other Contract Manager module Features with the Cost Worksheet
Attach word-processor documents, drawings, or other text or picture files
to Cost Worksheet log entries. Scroll down the Cost Worksheet to the
Attachments section. You may want to attach an electronic version of a
CAD drawing or sketch even if you have a printed version.
You can also link costs to issues to track problems or conditions. The
module automatically links any documents generated from the cost to the
same issues.
You can also use Find, Filter, Sort, and Group to locate and organize costs
or assign custom fields to the records to help categorize them for
reporting. If you use grouping, you can total the values in each primary
group in the Cost Worksheet.

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Part 4: Working with Contracts, Project Costs, and Changes

Using the Custom Cost Worksheet Section
If you need to be able to cost to a third, customizable cost category in the
Cost Worksheet, you can use the Custom Cost Worksheet feature. When
you enable this feature in the Costing section of the Project Settings dialog
box, a new module called Contracts <Custom> appears in the Contract
Information folder of the project in the Project View. Several new
<Custom> columns also appear in the Cost Worksheet. You can then
create new custom contracts as a third cost category customized for your
business, and then create any change documents and trends against the
custom contract. The custom documents are costed to the Custom columns
in the Cost Worksheet.
See Custom Cost Worksheet
Section Overview in Help for
information on the additional
columns.

In the Details section of a custom Contract document window, the Cost
Category field indicates that this contract is being costed to the Custom
columns of the Cost Worksheet. You can change the term <custom> to
whatever term that applies to your situation. Use the Folders dialog box to
change the name of the Custom Contracts module, and the Customize Text
dialog box to change "custom" to another term.
If a change order is linked to a <custom> contract, the change
order's Cost Category is set to <Custom>. <Custom> change
orders added outside of Change Management collect changes
costed to that cost category.
For trends, the <Custom> option is added below Commitment
in the Cost Category drop-down.

Setting Up and Using the Cost Worksheet

Cost Worksheet Reports and Forms
Standard reports and forms are provided for
you to use to print cost information.

From the Cost Worksheet document
window, click Select an Action, and then
Advanced Print. Click Go. Select the report
or form, and then click Print.

191

193

Managing Contracts and Purchase
Orders
In this chapter
Adding a Contract or Purchase
Order
Creating Submittals from a
Contract or Purchase Order
Generating Materials Delivery
Records from a Contract or
Purchase Order
Generating Requisitions from a
Contract or Purchase Order
Distributing Budgeted and
Committed Costs to the Cost
Worksheet
Reviewing Contract Status

The Contract Manager module helps you
organize and manage contracts and purchase
orders (POs) with lump sum and/or unit prices.
Once you set up a contract or PO, you can
create related submittals, generate materials
delivery records and requisitions, track
changes, and monitor costs.
Since the information contained in contracts
and POs is usually identical or very similar,
you process them the same way in the
Contract Manager module. For simplicity, this
chapter primarily refers to contracts.

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Part 4: Working with Contracts, Project Costs, and Changes

Adding a Contract or Purchase Order
A contract is a written agreement in which one party agrees to perform
specialized work for another party for a certain price. Contract work can
involve labor only or labor and materials; examples include excavation,
plumbing, and landscaping. A contract usually includes a description of
the work to be performed, a list of special terms and conditions that apply
to the contract, the start and finish dates, and the negotiated price.
Purchase orders (POs) document the purchase of materials or services.
The information in a PO includes a description of the items ordered,
payment terms, the negotiated price, and the required delivery date.
Use contracts and purchase orders to define the initial terms and amounts
associated with a project and the project participants. Later, you can track
other documents, such as change orders, against these contracts and POs.
For more information on
adding contracts and purchase
orders, see Add a Contract
and Add a Purchase Order in
Help.

Add a contract or purchase order Click Contractsâ&#x20AC;&#x201C;Budgeted,
Contractsâ&#x20AC;&#x201C;Committed, or Purchase Orders in the Contract Information
folder in the Project View, and then click Add Document. The new
contract or purchase order is automatically assigned the next available
number. The current date and the default company are automatically
entered as the From contact (set in the Set Default Field Values dialog
box); you can edit any of these values.
Click Select to choose the
companies bound by the contract.

Managing Contracts and Purchase Orders

195

In the Line Items section, you can create either a lump sum or unit price
contract/PO. If the contract involves payment of a single lump sum for
services, click Add Lump Sum. If the contract contains itemized labor or
material costs, click Add Unit Price.

You can enter both
lump sum and unit
price contracts/POs in
the same document.

Type a description of
the contract work in the
Details section.

To create default markup categories for changes Use the
markup for changes feature. From the Contract or Purchase Order
document window, choose Select an Action, Markup for Changes, and
then click Go. No calculations are performed here. If you link change
orders or proposals to this contract, the values entered in this section will
apply to them.

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Part 4: Working with Contracts, Project Costs, and Changes

Click Add Markup to add
a new markup value.

Type either a markup
percentage or a fixed
markup amount (not
both).

Select the cost code to
which you want to apply
the markup.

If you entered markup values in the Project Settings Markup
section (right click on the project and choose Project
Settings), when you click Get Markup, the corresponding
fields in this section are automatically completed. You can edit
this information. The edited values will override the values in
the Project Settings Markup section.

Managing Contracts and Purchase Orders

197

Using Hammock Activities for Contracts
When associating/updating lump sum contract dates with Contract
Manager module schedule dates, use hammock activities for global or
master-level analysis. Individual activities are better suited for line item
contracts. Since hammocks comprise a group of activities and corresponding resources that are monitored collectively, they can fit easily into
the related contract requirements for lump sum payment.
You can use early or actual
start and finish dates of an
associated activity from a
linked schedule.

For more information, see
Distributing Budgeted and
Committed Costs to the Cost
Worksheet later in this
chapter.

If you delete a contract or PO, the related invoice, all Cost
Worksheet references to the invoice, all Cost Worksheet references to the contract or PO, and any issue links are also
deleted. Materials delivery records, change and request
documents, and requisitions related to the contract or PO
remain intact.

You cannot delete a contract/PO that has approved change
orders against it.

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Part 4: Working with Contracts, Project Costs, and Changes

Creating Submittals from a Contract or Purchase Order
You can create submittals from a contract or purchase order. Submittals
help you ensure contract compliance by tracking who received what and
when they received it.
The date recorded for the
generated document is the
current date, which is
editable.

Create a submittal from a contract or purchase order From the
Contract or Purchase Order document window, click Edit Document and
add unit price line items in the Line Items section. In the Submittals
section, under the Contract Summary section, click Add to create a new
submittal.

Click Add to open a new
Submittal document window
where you can add details
about the submittal.

For more information about
submittals, see the Managing
Submittals chapter.

Click Select to assign existing
submittals to the contract or
purchase order.

Managing Contracts and Purchase Orders

199

Generating Materials Delivery Records from a Contract
or Purchase Order
If you use unit price contracts and POs, the module can automatically
generate a materials delivery record so you can record materials delivered
to the site.
The material code is automatically with the correct line item in the
Payment Requisitionâ&#x20AC;&#x2122;s Schedule of Values section if you generate both the
material and the requisition from the contract. Order of generation is not
important.
Generate a materials delivery record from a contract or
purchase order From the Contract or Purchase Order document
window, click Edit Document. Scroll down to the Line Items section and
click Add Unit Price to add the unit price line items. In the Contract Item
window, specify a unit price or lump sum, and then scroll down and select
a unique material code in the Material Name field (do not choose an
existing one). Leave the material code for a line item blank if you donâ&#x20AC;&#x2122;t
want to generate a materials delivery record for it. In the Costing section,
enter costing information. Click Save and Close when finished. In the
Contract or PO document window, choose Select an Action, Generate
Materials, and then click Go.

Choose whether to link the
materials delivery to the
same issues and/or
attachments as the original
contract or PO, and then
click Finish to create the
records.

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Part 4: Working with Contracts, Project Costs, and Changes

The module adds the materials
delivery records to the Materials
Delivery log.

For more information about
tracking material deliveries,
see the Tracking Materials
Deliveries chapter.

Managing Contracts and Purchase Orders

201

Generating Requisitions from a Contract or Purchase
Order
The module can use lump sum and/or unit price line items from the costed
contract/PO to automatically create a requisition and its schedule of
values.
For details on these settings,
see the Setting Up
Dictionaries and Preferences
chapter.

Set lump sum/unit price preferences and retainage
calculations for new requisitions If the contract/PO has not yet
been created, right-click on the project in the Project View and choose
Project Settings. Set the default preferences for requisitions for all new
contracts/POs in the Requisitions section.
To configure retainage per existing contract/PO, open the Contract or
Purchase Order document window and click Select an Action, Requisition
Options, and then click Go.

These numbers are
used to create each line
item number in the
requisition schedule of
values.

Use the Requisition Summary section in a Requisition document window
to specify retainage calculations per individual requisition.

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Part 4: Working with Contracts, Project Costs, and Changes

After you generate the first
requisition from the
contract/PO, create
periodic payment
applications from the
originating requisition by
choosing Select an Action,
Generate Requisition from
the Requisition document
window.

Generate the first requisition for a project payment Open a
Contract or Purchase Order document window; click Select an Action,
Generate Requisition, and then click Go. Select the Period To for the
requisition, and then choose whether to link the same issues and attachments to it as the contract. Click Finish. Enter the requisition information
in the Requisition document window.

This is both a lump sum and unit price
contract, so a Lump Sum line was created
in the requisition Schedule of Values in
addition to the unit price line items.

Managing Contracts and Purchase Orders

203

Distributing Budgeted and Committed Costs to the Cost
Worksheet
Use the Cost Worksheet to keep detailed records of the money associated
with your project, including amounts budgeted, committed, and spent or
received, as well as amounts you received or expect to receive as the result
of changes.
For more information about
cost codes and distributing
costs, see the Setting Up and
Using the Cost Worksheet
chapter.

You can distribute contract costs to the Budgeted or Committed section of
the Cost Worksheet, and distribute purchase order costs to the Committed
section. Use the Budgeted section for the total amount available to spend
on the project; use the Committed section for amounts you have agreed to
pay someone else.
Distributing contract or PO costs is optional. You do not have
to use the Cost Worksheet to use a contract or PO. If you use
the Cost Worksheet, you should set up cost codes when you
first add a project.

To distribute costs, click Edit Document in the Contract or Purchase Order
document window. In the Line Items section, click either Add Lump Sum
or Add Unit Price. Insert an amount in the Lump Amount or Unit Price
field. In the Costing section, click Add and select a Cost Code to which
distribute costs. (You can click Add Multiple Cost Codes to add more than
one cost code at a time.) Enter the amount to distribute in the Distributed
field, and then click Add Balance. Click Save & Close to distribute the
costs to the Cost Worksheet.

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Part 4: Working with Contracts, Project Costs, and Changes

Click to move directly to
the Costing section.

Type the amount you are
distributing. If you donâ&#x20AC;&#x2122;t distribute
the entire contract or PO amount,
the remainder is applied to a cost
code called NOT COSTED. Select
a cost code to which to apply the
amount.

Click Add to select the
cost code to which you are
distributing the contract or
PO.

Managing Contracts and Purchase Orders

205

Reviewing Contract Status
Use the Contract Summary section in a Contract document window to
review all pending and approved cost changes associated with a contract,
and to see the sum of invoices to date and the remaining balance.
For details on creating change
documents, see the Recording
and Tracking Communications chapter.

Expand the Changes section to view all change documents associated with
the contract. Costs associated with each document are listed in either the
Approved Changes or Pending Changes column, depending on the
documentâ&#x20AC;&#x2122;s status. Costs associated with documents that have an
Approval status code appear in the Approved Changes column; costs and
documents with other status codes are shown in the Pending Changes
column. Documents with status codes of Closed or Rejected are not
displayed in the Contract Summary section.
Click to jump immediately to the
Contract Summary section.

You can also view all insurance policies, invoices, requisitions, and submittals associated with the contract.

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Part 4: Working with Contracts, Project Costs, and Changes

Contract/Purchase Order Reports and Forms
Standard reports and forms are provided for
you to use to print contract/PO information.
To print standard reports and forms from a
Contract or Purchase Order document

window, click Select an Action, and then
Advanced Print. Click Go. Select the report
or form, and then click Print.

207

Using Trends
In this chapter
Why Use Trends?
Adding a Trend
Generating a Trend
Distributing Costs to the Cost
Worksheet

With the Contract Manager module, you can
record an anticipated cost that is not
documented in another area. For example, you
can record a preliminary agreement amount
before you create a contract.
This chapter describes how to use the Trends
feature to record anticipated costs, items,
adjustments, revisions, estimates, or actuals
â&#x20AC;&#x153;on the flyâ&#x20AC;? as they occur during the contract
life cycle. You can also distribute these costs to
the Cost Worksheet to track possible cost
increases or decreases.

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Why Use Trends?
Changes are inevitable in any phase of a project—from the outset, as
design deliberations and associated budget amounts are negotiated,
through final payment approval as work is completed. Most participants in
the process—owner and subcontractor alike—will be presented with
expected revisions. Trends are provided as a place to record
expectations of future costs or other items that will most likely affect
budgeted costs in the near future. You can place these values in trends,
then incorporate them in the project as they occur; you can also use trends
to perform “what-if” analysis on a backup of the project so you can see
how they affect costs.
Keep in mind that trends are usually not definite changes (although they
can be), unlike those you record in change documents; they typically
represent probable future costs. For example, if the pipe you will be
ordering for delivery at a construction site costs $10 per foot at the time
your bid is submitted, but the same pipe is expected to increase to $12 per
foot when your bid will be accepted, you can expect the pipe will be $12
per foot when you place the order. Trends can be used to represent
adjustments, revisions, estimates, or actuals—they can be as flexible as
you require.
Once you record a trend, you can add it to the Cost Worksheet by
distributing its cost to a cost code and assigning the amount to a column
used for revisions or adjustments to the original budget, or for any other
cost area. You can then track these possible cost changes and fine-tune
your budget.

Using Trends

209

Adding a Trend
Use trends to add and track anticipated costs that may change the project
scope as they occur.
Add a trend In the Contract Information folder, click Trends to open the
Trends log window, then Add Document. The new trend is automatically
assigned the next available number. The module also enters the current
date, and your user name in the Entered By field.
You can cost the trend amount to this cost
category on the Cost Worksheet.

Click to expand or collapse any section; the module saves your settings.

You can also create a new trend from an existing trend. See the next
section for more details.
Viewing or changing Trend details Expand the Status section to
view or change the ball in court contact, priority, or status of the trend. Use
the Remarks section to enter comments about the trend. Open the Details
section to view additional information, such as who initiated the trend, an
associated activity ID, and other schedule and change details. Expand the
Line Items section when you want to enter itemized costs for the trend.
Attach related issues or attachments to any trend document.

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Generating a Trend
If you want to create a trend that is similar to one that already exists, use
the Generate Trend feature to create a new trend with copied information.
Generate a trend From the Trends log window, select the trend you
want to copy. Click Select an Action, Generate Trend, then click Go.

The module
supplies a
number for the
trend, which you
can use or
change.

Choose whether you want to distribute the new trend to the same cost
codes as the original, link the new trend to the same issues and
attachments as the original, or close out the original trend. Click Finish to
generate the new trend.

Using Trends

211

Distributing Costs to the Cost Worksheet
The Cost Worksheet provides a central location for tracking all project
costs. You can compare budget and committed costs to actual costs for
each work element. Open the Cost Worksheet log from the Contract Information folder. Costs are organized by cost codes, which represent various
categories of project work. Using Project Settings, you can distribute most
cost documents.
To add or transfer money within the Cost Worksheet without modifying
the original contract or PO, or without using change management, add a
Trend document, then distribute its cost to the Cost Worksheet.
To distribute costs Open the document window for the trend for
which you want to distribute costs. Expand the Line Items section.

Click either Add Lump
Sum or Add Unit Price.

Insert an amount in the
Unit Price (or Line Item
Total) field.

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Part 4: Working with Contracts, Project Costs, and Changes

Scroll to the Costing section and click Add.

Select a cost code to
distribute to.

You can add as many cost codes as necessary.
Enter the amount to
distribute in the
Distributed field
manually, or click Add
Balance to distribute
the remaining total to
the Cost Worksheet.

Click Save & Close to send the information to the Cost Worksheet.
Values are distributed to any section of the Cost Worksheet. Using Project
Settings, you can set options to ensure that the entire amount of the item
must be distributed to defined cost codes.

Using Trends

Trends Reports and Forms
Standard reports and forms are provided for
you to use to print a list of trends and details
about a selected trend, including cost distributions.

From the Trend document window, click
Select an Action, then Advanced Print.
Click Go. Select the report or form, then
click Print.

213

215

Preparing Requisitions for Payment
In this chapter
Process Overview
Setting Up Requisitions
Adding a Requisition
Recording Progress
Certifying a Requisition
Distributing Actual Costs to the
Cost Worksheet
Sending a Requisition

Contracts usually require partial payments at
regular intervals, based on the amount of work
accomplished and materials installed. If you
use requisitions for payment, you probably use
them in association with your contracts or
POs. Contracts are used in the examples in this
chapter.
The contract price is subdivided into a list of
component prices or work items, so that
progress can be measured more precisely. This
list, called a schedule of values, accompanies
each requisition for payment. At the end of
each period, a requisition is submitted that
shows the value of work performed and
materials installed since the last payment.
This chapter explains the process of submitting
requests for payment, or requisitions.

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Part 4: Working with Contracts, Project Costs, and Changes

Process Overview
Requisitions, or formal requests for payment, are usually issued by general
contractors (GCs) to the owner on a monthly basis as portions of work on
a project are completed. Subcontractors or vendors submit requisitions to
the GC for their portions of the work. Once the initial requisition with line
items is established at intervals determined by the pay cycle established
between the contract parties, an application for payment based on the
original requisition is updated, certified, and sent. This requisition update/
issuing cycle continues until the work is completed and the GC and
subcontractors have been paid in full in accordance with the contract
agreement. The following diagram illustrates a typical cycle.
Initial Setup
Establish access rights

Set preferences

Create contract

Add initial payment
requisition

Every Payment Period
Create payment application
based on work accomplished
since previous requisition

Negotiate

Obtain approvals and certify

Send to owner/CM

Materials for delivery and approved change orders applicable to each
period are collected and added to the corresponding requisition. In
addition, the contracting parties usually withhold a percentage of each
payment, called retainage, until all the work is completed or until they are
satisfied that work is progressing as planned. This retainage is applied to
the current amount due, on a line item or percent complete basis.
Requisitions are based on a contract or purchase order established in the
Contract Manager module for the project and parallel industry standard
certification for payment forms. The module can use lump sum and/or unit
price line items from the contract/PO to automatically create the
requisition schedule of values. You negotiate the line item or lump sum
costs until a payment agreement is reached and the requisition is approved
and certified.

Preparing Requisitions for Payment

217

Setting Up Requisitions
You can create requisitions for all project contracts. Depending on your
role, you may issue payment requests or receive payment requests. For
example, if you are a GC, you receive requisitions from subcontractors
and you issue requisitions to the owner. You can distribute requisition
amounts to the Cost Worksheetâ&#x20AC;&#x2122;s Actuals Issued or Actuals Received
column(s), then compare the actual costs to the budgeted or committed
costs for various work items.
For details on steps 1 and 2,
see the Planning and Adding
a Contract Manager Module
Project and Setting Up
Dictionaries and Preferences
chapters.

Follow these steps to set up the first requisition for each contract/PO:
1 Set access rights to requisitions and for certifying them.
2 Set lump sum/line item preferences and retainage calculations in the
Requisitions section in the Project Settings dialog box.
3 Create the requisition and schedule of values.
4 Negotiate the payment amount.
5 Approve and certify the requisition.
6 Start the cycle beginning with step 3 for the next payment period,
based on work completed since the previous requisition was issued.

If you use both requisitions
and invoices, you typically
generate requisitions from
contracts and invoices
from POs.

Assuming requisition access rights have been set and preference defaults
are being used in generating requisitions (steps 1 and 2), this section
discusses step 3 in the processâ&#x20AC;&#x201D;creating a requisition.

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Part 4: Working with Contracts, Project Costs, and Changes

Sample Requisition Summary Page

Create the first requisition for a project payment Click one of the
Contracts folders or the Purchase Orders folder under Contract
Information in the Project View to open its log window. To generate a
requisition, open the contract/PO document you want to generate a
requisition for, then click Select an Action and choose Generate
Requisition, then click Go.
The module sequentially numbers requisitions that refer to the same
contract/PO, starting with 00001 (you can change this number). It also
copies the total amount from the specified contract/PO to the Original
Contract Sum field on the requisition.
You can also click Add Document to add a new requisition
while in the Payment Requisitions log or Requisition document
window (in View mode).

Preparing Requisitions for Payment

219

You can change the default Period To date
to issue a payment application for a
different timeframe; click on the calendar to
select a date.

The party
to whom
the
contract
or PO
was
issued.
The
party
who
originated the
contract
or PO.

Each requisition for payment
covers the time period between
Period To dates for the last requisition
and the current requisition.

Create a schedule of values or add line items to an uncertified
requisition Expand the Schedule of Values section to view the items
transferred from the contract/PO. This section consists of columns A
through K.
One of the following is used to create each line item number:
â&#x2013;

The Start with this Line Item number and the Increment Line Items
By value specified in the Requisition Options dialog box (accessed
from the Select an Action drop-down list for the Contract/Purchase
Order document window for the existing contract/purchase order).

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Part 4: Working with Contracts, Project Costs, and Changes

â&#x2013;

The Requisitions section in the Project Settings dialog box for a new
contract/PO.

If a unit tax amount per line item or a lump tax per lump sum exists for the
originating contract/PO, the entire amount is totaled and placed on a
separate line called Total Tax.
Add a line item in lump sum, unit price, headers, subtotal, or
blank line item format While working in the Schedule of Values
section for an uncertified requisition, you can create five types of line
items: unit price, lump sum, subtotal, header, or blank line. Click Add Unit
Price for material line items; click Add Lump Sum for the line items
involving labor.
The other three line item types, headers, subtotals, and blank lines (located
in the More Commands drop-down), organize the information in the
Schedule of Values section. Headers organize line items by work package
or cost category. Subtotals total a group of items. Blank lines separate
lines for better organization.
Line items are listed numerically. To group the line items by a general
category and then calculate subtotals for each group, enter appropriate
item numbers for the header and subtotal. In the following example, the
heading PIPE is changed to line item number 2 and the SUBTOTAL is
changed to number 4. The line item, and any additional items placed
between 2 and 4 are categorized as pipes. To arrange the data in the order
you want, click the document icon next to the line item you want to edit.
Change the Item Number and click Save & Close to view the changes.
Click to select other types of
items to add to the schedule of
values. You can add a subtotal,
header or blank line item.

This header and subtotal
categorize and total pipes
used for the job.

Preparing Requisitions for Payment

221

Headers are not required to calculate subtotals. If you enter items and
subtotals only, all line items are summarized between subtotals.
You can also use the blank line item type to separate and group items in
the schedule of values. The next sequential item number is used, but all
other columns are blank for this item type. Blank lines do not affect
subtotals.
When you finish creating line items and entering the scheduled values, the
grand total for the Scheduled Value column (column C) should equal the
Original Contract Sum in the Contract Summary section. The module
notifies you if these numbers do not match when you attempt to close the
Requisition document window, and it displays the amount needed to
balance the two numbers. Adjust the schedule of values for existing line
items, or create new line items and schedule values to balance the totals.
All applicable parties approve the requisition The requisition is
certified by the last approver and returned to the appropriate contact via
any of the following: e-mail, a remote access program, regular mail, or
fax.
Costs are distributed Costs are calculated (including retainage), and
line items or lump sum costs are distributed to the Cost Worksheet in the
Actuals Issued (owner’s committed costs), Actuals Received (the general
contractor’s budgeted costs), and Actuals Expended (the funded costs)
columns.
Create periodic payment requisitions based on the previous
requisition for the contract/PO Use a filter to separate requisitions
received from those sent from the Payment Requisitions log. Open the
previous month’s certified requisition for the contract/PO. Choose Select
an Action, Generate Requisition, then click Go. Follow the steps in the
Generate Requisition wizard to create the current requisition. Click Get
Approved Changes to “get” approved change orders for delivery for the
current requisition.

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Mark to “get” approved
change orders, materials
for delivery, and schedule
information for the current
requisition.

For details on certifying a
requisition, see Certifying a
Requisition later in this
chapter.

Update the current requisition In the Schedule of Values section,
edit each line item to change the value for This Period or Percent
Complete based on work completed this period, then go to the Status
section and certify the requisition. If you associated Contract Manager
module schedule activities with requisition line items or with the contract/
PO, mark the Get Schedule checkbox in the Generate Requisitions wizard
to update the total percentage of work completed for the period to date
(%G/C column) in the schedule of values using the activities’ percent
complete.

Preparing Requisitions for Payment

Click the
docume
nt icon to
edit the
line item.

223

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Part 4: Working with Contracts, Project Costs, and Changes

Adding a Requisition
Requisitions must be linked to a contract/PO. You should create your
contract/PO and establish its requisition options, then generate the first
requisition for payment from the contract/PO.
You can also add a requisition from the Payment Requisitions log. Click
Add Document. In the Add Requisition wizard, select the contract/PO to
which to link the requisition, then select a To contact (for example, the GC
receiving the request for payment) and the From contact (for example, the
subcontractor submitting the requisition for payment). The module uses
the current date for the Period To, which you can change. Click Finish to
create the new requisition for payment.

Preparing Requisitions for Payment

225

Recording Progress
Follow these general steps to complete monthly requisitions:
1 Generate the current requisition from the previous month’s
requisition.
2 “Get” materials delivered during the current period and approved
change orders that increase or decrease the contract sum. The module
prompts you to get this information when you generate requisitions.
Or you can select Get Approved Changes or Get Materials Delivery in
the More Commands drop-down list, then click Go, in the Schedule of
Values section. You can then follow the Add Change Orders and/or
Material Deliveries wizard instructions.
3 Enter values for the following items:
■

Work completed this period

■

Stored materials

■

Retainage amount

■

Sales tax

Throughout the project, only one requisition for payment should be active
(uncertified) for each contract. If you try to add a new requisition before
certifying the previous application, the module reminds you about the
previous uncertified requisition but will accept a new one.
When "getting" a change order into a requisition, the cost distribution is
copied to the new line item in the requisition. The value of each cost
distribution in the requisition will be set to zero.
Use the Not Certified or Is the Latest=Y standard filter to easily locate the
requisition you want in the log. Select Customize Layouts in the Layouts
drop-down list from Payment Requisitions log window. Edit or add a new
layout to assign one of these standard filters to the layout, or create your
own to include other selection parameters.
Update a requisition With the previous month’s certified requisition
selected, choose Select an Action, Generate Requisition, then click Go.
You can enter the scheduled value for the new requisition. You can also
cost the scheduled value to the same cost codes without having to
distribute costs again.

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Part 4: Working with Contracts, Project Costs, and Changes

In the Generate Requisition wizard, mark the Get Approved Changes
checkbox to show the associated approved change order costs in the
Requisition Summary section and automatically record them in the
Approved Changes and Schedule of Values sections for the new
requisition.
If you want to associate Project Management module schedule activities
with requisition line items or with the contract/PO, mark the checkbox to
Get Schedule Information to update the total percentage of work
completed for all periods to date in the schedule of values (%G/C column)
using the current schedule activitiesâ&#x20AC;&#x2122; percent complete.
If a delivery is linked to a lump sum item, the total value of the delivery is
copied to the This Period column (column E). If the delivery is linked to a
unit price item, the module calculates the column E value by multiplying
the quantity delivered by the unit price added in the Schedule of Values
section.

This field is
recalculated
to equal the
sum of all
approved
change
orders and
the original
contract
sum.

Make sure you have Primavera â&#x20AC;&#x153;getâ&#x20AC;? change orders for the requisition
using the Generate Requisition wizard (or select Get Change Orders and/
or Get Materials Delivery from the More Commands drop-down list in the
Schedule of Values section); otherwise, the grand total for the Scheduled
Value column (column C) may not match the Contract Sum to Date
column. The requisition cannot be certified until these amounts are equal.

Preparing Requisitions for Payment

227

Record progress In the Schedule of Values section, click the
document icon to edit the line item in the Requisition Detail dialog box.
Type the value of completed work for the current period in the This Period
(E) field. If you donâ&#x20AC;&#x2122;t know the actual amount, enter the percentage of
work completed in the % Complete, G/C field. The percentage represents
work completed and stored materials for all periods to date, not just the
current period.
Columns E and %G/C are linked. When you
update one field in the Requisition Detail dialog
box, Primavera calculates the value for the other.

You can update the work completed percentages
with the Primavera schedule activity percent
complete values associated with each line item.

If you enter a value for This Period (column E), Primavera calculates the
progress percentage by dividing the value in the Completed and Stored to
Date D+E+F field (column G) by the value in the Scheduled Value field
(column C).
If you enter a percentage for column G, Primavera calculates the value in
column E by multiplying the percentage by the column C value, then
subtracting from this value the sum of all Previous Applications column
(column D):
Column E = (column G% x column C) â&#x20AC;&#x201C; column D

Columns E and %G/C are linked. If a new percentage is added, the
formula above is used and column E is updated.

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Part 4: Working with Contracts, Project Costs, and Changes

Update stored materials In the Schedule of Values section, click the
document icon to edit the line item in the Requisition Detail dialog box. In
the column F field (Materials Presently Stored, Not in D or E), enter the
value of stored materials for the project. When you change the value in
column F, Primavera recalculates both the cost and percentage values in
column G.
Calculate retainage Retainage is the amount withheld from each
progress payment. First, select a default method for recording retainage by
selecting Requisition Options from the Select an Action drop-down list of
the Contract/Purchase Order document window for an existing contract/
PO, or use the Requisitions section in the Project Settings dialog box for
new contracts/POs. Then, specify calculations per requisition in the
Requisition Summary section in the Requisition document window.
You can enter retainage values one of three ways for requisitions in the
Requisitions Summary and Schedule of Values sections, as illustrated in
the following examples.

Preparing Requisitions for Payment

229

Enter the
summary
percentage
for
completed
work and
for stored
materials
and have
the module
calculate
the total
retainage...

...or enter
the total
retainage
amount...

...or enter
retainage for
each line item,
if retainage
percentages
vary among
line items.

If you record retainage by entering summary percentages in the
Requisition Summary section, Primavera calculates the retainage for
completed work and stored materials. If you record retainage in the Total
Retainage field in the Requisition Summary section, be sure that the value
you enter includes completed work and stored materials for all periods to
date. If you record retainage by editing each line item in the Schedule of
Values section (click the document icon to open the Requisition Detail
dialog box), enter the total retainage for stored materials and completed
work or enter a percentage for the Retain % column (column I).
The two column I values are linked. If you enter a currency value,
Primavera calculates the percentage. If you enter a percentage, Primavera
calculates the value by multiplying the percentage by the column G value
(Completed and Stored to Date, D+E+F).

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Part 4: Working with Contracts, Project Costs, and Changes

Primavera adds the values in column I and displays the total in the Total
Retainage field in the Requisition Summary section (if the Enter
Retainage on Line Items option is chosen in the Requisition Options
dialog box). Primavera does not calculate a separate retainage value for
stored materials.
Calculate tax amounts If you marked the Use Line Item % to
Calculate Tax checkbox in the Requisition Options dialog box (choose
Select an Action, Requisition Options from the Contract/Purchase Order
document window), or the Requisitions section in Project Settings for a
new contract/PO, you can enter the tax percentage for each edited line
item in the Tax Rate field (column J) in the Schedule of Values section.
Primavera calculates the tax amount by multiplying the percentage by the
value in column G (sum of completed work and stored materials for all
periods to date). Primavera displays the sum of all tax amounts in the Tax
to Date field in the Requisition Summary section.

Using Other Features with Requisitions
For more information on how
to use these features, see the
Creating and Tracking Issues
chapter and Part 2, Working
with a Project.

Primavera asks if you want to link to the same issues and attachments
when generating a new payment requisition from an existing requisition or
contract/PO. If you choose to link to the same issues, the requisition is
then included when you organize and cross-reference project documents
by issues. You can also use custom fields to provide additional information
about each line item on the schedule of values. Custom fields represent
categories of information, such as project phase or responsible manager, or
provide additional date, cost, or quantity information about an item. You
can also use Search, Filter, Sort, and Group to locate and organize your
requisitions.

Preparing Requisitions for Payment

231

Certifying a Requisition
You should review the values in the Requisition Summary and Schedule of
Values sections before certifying a requisition. A requisition cannot be
certified if the grand total for scheduled values does not equal the value in
the Contract Sum to Date field.

These values must
match to certify
the requisition.

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Part 4: Working with Contracts, Project Costs, and Changes

Enter approval names and dates Primavera enters the contract’s To
and From contact names in the Contractor and Certified areas in the Status
section; you can change these names.

Enter text for the
contractor’s requisition for
payment.

The contractor submits
the requisition.

The second contact
certifies the requisition.

Certify payment for the current period Certify the requisition to
close it out for the current period. Each approver enters the applicable
approval date by his/her name in the Certification area of the Status
section (or one approver can enter names and dates to save time); the last
approver also clicks Certify and Save in the Status section of the
Requisition document window, then confirms the certification when
prompted.
In general, you should not edit a certified requisition—it has already been
approved. Also, the values in a certified requisition form the basis of
payment for the next period. When you add a new requisition for payment,
Primavera rolls forward summary and detailed cost information from the
previous requisition. If you change values in a previously certified
requisition, you may have to manually update each subsequent requisition.

Preparing Requisitions for Payment

233

Transferring Information to New
Requisitions
When you generate the next requisition, Primavera copies all information
from the previous requisition to the new one. Primavera makes the
following changes in the Schedule of Values and Requisition Summary
sections of the new requisition:
■

Primavera assigns the new requisition the next sequential number.
You can change this number.

■

In the Period To field, Primavera enters the date that is one month
later than the previous requisition’s Period To date. It assumes
progress payments are made monthly. You can enter a different date.

■

Contract Manager copies all line items and values from the previous
requisition to the new requisition’s Schedule of Values section. All
This Period (column E) values are set to zero.

■

Contract Manager adds all This Period and Materials Presently Stored
values from the previous requisition to the sum of all Previous
Applications column (column D) if you cleared the % of Stored
Materials checkbox in the Requisition Options dialog box (available
from the Select an Action drop-down list in the Contract/Purchase
Order document window, or the Requisitions section in Project
Settings for a new contract/PO).
To instruct Contract Manager to retain costs for materials stored in the
Materials Presently Stored, Not in D or E column (column F) in the
Schedule of Values when generating a new requisition, mark the
Leave “Them in the Same Column in the New Application checkbox
in the Requisition Options dialog box.

■

The Previous Amount Certified value in the Requisition Summary
section now includes the amount certified in the previous requisition.
The Amount Certified field equals zero.

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Part 4: Working with Contracts, Project Costs, and Changes

Distributing Actual Costs to the Cost Worksheet
Use the Requisition Detail dialog box to distribute the amounts recorded
for work completed this period (column E in the Schedule of Values
section) to the Actuals section of the Cost Worksheet. To open the
Requisition Detail dialog box, click a line item in the Requisition
document windowâ&#x20AC;&#x2122;s Schedule of Values section. If you distributed costs
from the originating contract or PO, Contract Manager automatically
supplies the corresponding costs codes, titles, and amounts in the
Requisition Detail dialog box for the requisition unit item or lump sum.

Distribute the
value of work
completed this
period to one or
more cost codes.

Distribute amounts to the same cost codes used to distribute the original
contract sum. Refer to the Costing section in the Requisition Detail dialog
box to see which cost codes were used. If you attempt to close the
Requisition Detail dialog box without distributing the entire amount,
Contract Manager distributes the remaining amount to a cost code called
Not Costed (if you marked the Default Invoice Amount to Contract/PO
Balance checkbox in the Contracts/POs section of the Project Settings
dialog box, but cleared the checkboxes to force documents to be fully
distributed to valid costs codes in the Project Settings dialog box Costing
section).
Contract Manager automatically distributes revenue (to the contractor, as a
result of being paid), or costs (to the owner/contract manager, as a result of
paying the contractor the requisition amount) in the Costing section in the
Requisition Detail dialog box.

Preparing Requisitions for Payment

For instructions on how to set
up cost codes, see the Setting
Up and Using the Cost
Worksheet chapter.

235

If the contract shown at the top of the Requisition document window was
distributed to the Original Budget column, Contract Manager
automatically distributes the requisition amounts to the Actuals Issued
column (to represent the ownerâ&#x20AC;&#x2122;s costs) in the Cost Worksheet. If the
contract amount was distributed to the Original Commitment column,
Contract Manager automatically distributes the requisition amounts to the
Actuals Received column (to represent the contractorâ&#x20AC;&#x2122;s paid amount).

The Cost Worksheet tracks the actual costs
recorded in requisitions and invoices.

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Part 4: Working with Contracts, Project Costs, and Changes

Sending a Requisition
After a requisition is submitted, the contracting parties negotiate and
eventually agree on an amount. The requisition is then certified, and you
(the contractor) can submit it to the owner for payment. The method you
use to relay the requisition depends on your physical location and
interaction with the database server on which the project resides.
For details on how to prepare
Contract Manager to
exchange documents with
local and remote users, see
Setting Up the Inbox in the
Sending Contract Manager
Module Documents to Other
Users chapter.

You can use the Send to Inbox feature or E-mail Form feature to send
correspondence to the owner/construction manager.
Send a requisition to a local userâ&#x20AC;&#x2122;s Inbox Send the certified
requisition to the construction managerâ&#x20AC;&#x2122;s Inbox; from the requisition you
want to send, click Select an Action, choose Send to InBox, then click Go.
Select the Send to recipient, add comments, and click Send. When the
addressee opens his/her Inbox, it contains an entry for the requisition you
sent. When the addressee clicks the Inbox document, Primavera opens it.
Send a requisition to a non-Primavera user via email Suppose
you are working in a trailer at the job site and you need to send a certified
requisition. From the requisition, click Select an Action, choose E-mail
Form, then click Go. Select a contact, add comments, then click OK. The
addressee will receive the requisition as a PDF attachment, and will
include a link to the document.

Preparing Requisitions for Payment

Requisition Reports and Forms
Standard reports and forms are provided for
you to use to print requisition information.
From the Requisition log or document
window, click Select an Action, and then
click Advanced Print.

Click Go. Select the report or form, then
click Print.

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239

Recording Invoices
In this chapter
Adding Invoices to a Contract/PO
Distributing Actual Costs to the
Cost Worksheet

This chapter describes how to add invoices to
Contracts or Purchase Orders (POs) and
distribute actual costs to the Cost Worksheet.
The Contract Management module can
automate this process by supplying the same
cost codes and distribution amounts from the
originating contract/PO. However, you can
distribute costs to other cost codes as well.

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Adding Invoices to a Contract/PO
You can use the Invoices section of a contract or purchase order document
to record bills that have been issued or received relating to the selected
contract or PO.
You can use either invoices or requisitions with contracts/POs,
not both. If the contract/PO has a requisition against it,
invoices will not be available.

Each time you record a payment in an invoice, the balance on the contract
or PO changes immediately. Although you can distribute the amount of an
invoice to multiple cost codes, you cannot include individual line items or
retainage in an invoice. Use a requisition instead of an invoice if you need
to include a list of the items covered by a particular payment, or if you
want to withhold a portion of the payment until work is completed.
Set project settings for invoices The Default Invoice Amount to
Contract/PO Balance checkbox in the Contracts/POs section of the Project
Settings dialog box determines how the Amount field is used in new
invoices. It also specifies whether to automatically use the cost codes from
the associated PO to distribute the amount to the Cost Worksheet. From
the Project View, right-click the project you are working with, then choose
Project Settings.

Mark this checkbox to have
the module fill the Amount
field with the balance of the
PO when you create a new
invoice. Click Save at the
bottom of the Project
Settings dialog box.

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241

The module also distributes the value in the Amount field using cost codes
from the associated PO. If necessary, you can change the value in the
Amount field, then redistribute the new value to the cost codes as
necessary.
Close out a PO using one invoice From the Contract Information
folder, click Purchase Orders. Open the Purchase Order you want to work
with, then click Edit Document (if you are not in Edit mode). Scroll down
to the Contract Summary section and expand the Invoices section.

Click to Add a new invoice
to this purchase order.

A unique invoice number is created, the current date is entered as the
invoice date, and the specification section from the PO is used as the
invoice title. Enter the payment date, check number, status, and activity ID
(if applicable), then click Save.

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If you change the invoice
amount, you must
redistribute costs.

Scroll down and expand the Costing section to add one or most cost codes
to be associated with the invoice.
Click to assign cost codes to which you are distributing
the amount.

Close out a PO using multiple invoices If you want to distribute
invoices using the cost codes assigned to the PO, mark the Default Invoice
Amount to Contract/PO Balance checkbox in the Contracts/ POs section
of the Project Settings dialog box. In the Contract Information folder, click
Purchase Orders. Open the PO to which you want to attach an invoice.
From the Contract Summary section, expand the Invoices section.

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243

Click Add. The next invoice number is created, the current date becomes
the invoice date, and the specification section from the PO becomes the
invoice title.
Click to create a new invoice.

Click to save the current
invoice and create another.

The amount entered for the new invoice equals the contract/PO balance.
The module uses the value in the Amount Billed field, and creates cost
distributions based on the cost codes assigned to all line items in the
contract/PO. These values are automatically posted to the Cost Worksheet.
If necessary, change the value in the Amount Paid field, and change the
invoice title to accurately describe the content of the invoice. Enter the
payment date, check number, status, and activity ID, then save the invoice
document. Click Save & Add Another. Modify the fields as needed, then
click Save & Close when you are finished adding invoices.
Delete an invoice entry To delete an invoice, open the contract or PO
that contains the invoice you want to delete. From the Contract Summary
section of the document, expand the Invoices section, drag the scrollbar to
the far right and click Delete for the row that contains the invoice you want
to remove.

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When you delete an invoice, the module also deletes any cost distributions
associated with that invoice and adjusts the balance on the PO.

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245

Distributing Actual Costs to the Cost Worksheet
The Cost Worksheet provides a central location for tracking all project
costs. You can compare budgeted and committed costs to actual costs for
each work element. Open the Cost Worksheet log window from the
Contract Information folder.

For more information about
distribution preferences and
distributing costs to the Cost
Worksheet, see the Setting Up
and Using the Cost Worksheet
chapter.

Costs are organized by cost codes, which represent various categories of
project work. To specify how cost documents are distributed, right-click
on the project name, and select Project Settings. Expand the Costing
section and make your selections, then click Save.

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Once you record the payment in the Invoice dialog box, you can distribute
it to the Actuals side of the Cost Worksheet by using the invoice’s Costing
section.

Invoices for a contract you originally distributed to Budget are distributed
to Actuals Issued. Invoices for a contract (or PO) you originally distributed
to Committed are distributed to Actuals Received.
Costing out your invoices is optional. You do not have to use the Cost
Worksheet to use invoices or requisitions.
If you know you'll be using the Cost Worksheet, there are three ways to
add cost codes:
■

Create a project template that contains your standard cost codes.

■

Add cost codes to the cost worksheet.

■

Right-click a project that you want to copy costs codes to, then select
Copy Cost Codes.

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247

If you do not distribute the entire amount of the invoice, the non-distributed
amount is applied to a cost code called Not Costed.

Using the Project Settings dialog box (right-click on the project name and
choose Project Settings), you can specify that the entire amount of the
invoice must be distributed to defined cost codes.

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Invoice Reports and Forms
Standard reports and forms are provided for
you to use to print invoices and related
costing information.

From the Invoice dialog box (accessed from
contracts and POs), click Advanced Print.
Select the report or form, then click Print.

Contracts and purchase orders (POs) often
change as a result of modifications to the scope
of work, site conditions, or project schedule.
Change management automates the change
process according to your work process
requirements, organizing and reducing the
amount of work involved.
This chapter describes the change management
process in the Contract Manager module and
explains how you can use it to track changes to
your projects.

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The Change Management Process
For more information, see
Change Management
Overview in Help.

Controlling changes involves notifying and coordinating affected project
participants as well as containing costs and the schedule for the project.
Change management provides an overview, from estimate to final
approval for budgeted costs in the Budget Contract Summary section of
each Change Management document window. Since the change process in
a project differs according to the nature of each change and the methods a
company employs for recording and tracking changes, the Contract
Manager module change management process enables you to create a
customized work process to meet your companyâ&#x20AC;&#x2122;s needs for tracking and
resolving changes.
Change management provides one location where you enter all necessary
contract, contractor, and costing information about a change. At any stage
of the process, you can see the current status of the change, including
estimates, costs, documents, and responsibilities of all parties.
Change management enables you to cost all generated documents and post
generated documents to any portion of the Cost Worksheet. Another
benefit is that change management effectively closes changes when the
process finishes.
Construction managers (CMs) or general contractors (GCs) are responsible for coordinating all the construction work and disseminating change
information to all affected parties. They must notify the owner of any
changes that might affect the schedule or value of the budget contract,
control quotes from contractors, negotiate with both the owner and
contractors to properly compensate the affected parties, and circulate
approval notices to all affected parties once the change is approved.

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The following diagram illustrates the typical change management process
for Construction Managers or General Contractors.

Construction Manager
or
General Contractor
For details on setting
project access, see
Setting Access Rights
(Project Access) in the
Planning and Adding a
Contract Manager

Set access rights to use change management
and to reject change management items.

Specifying Change Management Project Settings
Change management preferences enable you to define the change
management work process. Typically, the contract administrator and the
owner determine the change management work process required for the
project soon after the contract is awarded.
For details on setting up
change management data, see
the Setting Up Dictionaries
and Preferences chapter.

Create the change management work process From the Project
View, right-click a project, then choose Project Settings. Scroll down to
the Change Management section.

Select the document type
you want to create for each
stage of the change
process.

Select the location on the Cost Worksheet you
want use to post this document.

Using Change Management

For more information about
customizing documents, see
Choosing Acronyms and
Descriptions in the
Customizing Log and
Document Windows chapter.

253

Specify the document type you want to create and the corresponding
column on the Cost Worksheet where you want to distribute costs when
you use change management. When you finish making changes, scroll to
the bottom of the window and click Save.
You can customize the change management work process even further by
customizing blank change types, or proposal types, and including them in
your change management work process.
Modify the change management work process You can modify
your change management project settings at any time; however, the
changes apply only to new documents generated from change
management. Any documents already created from change management
remain unchanged.
To change the document type of an existing document, select the Change
Management document and then click Clear Phase. Click Yes to confirm.
Restrict access to change management information If you use
the module in a multiuser environment and exchange information with
project participants, you must ensure that other users cannot alter the
change management work process set in the Project Settings dialog box or
see your budget information in Change Management documents. To
prevent project participants from viewing your budget information, you
can restrict access to the project by contact. To set access rights, rightclick the project in which you want to restrict access to change
management, then choose Project Access. Click the icon for the user
whose access rights you want to configure, then set the rights in the
Change Management section of the User Project Access dialog box. Click
Save & Close when finished.

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Defining Reason Codes
You can assign a reason code to each change estimate in change
management, which enables you to categorize changes and determine the
factors that are causing changes during the project. The module includes
several predefined reason codes. You can add or delete reason codes at
any time, but it is a good idea to define them in conjunction with the
owner and contract administrator before you begin using change
management.
For details on setting up
reason codes, see the Setting
Up Dictionaries and Preferences chapter.

Define reason codes Right-click the top-level folder in the Project
View and choose Dictionaries, Change Reason Codes. Click Add to add a
new reason code. To delete a reason code, click Delete in the row that
contains the code you want to remove. All of the projects in a database
share defined reason codes.
Click to rearrange the order of rows.

Click to create your own
reason codes.

Enter the code
and title.

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255

Initiating Change Management from Other Documents
You can initiate change management from many documents in the
module, including notices, meeting minutes, requests for information
(RFIs), punchlists, daily reports, notepads, correspondence received,
noncompliance notices, and contract summaries.
Initiate change management From the Project View, open the
Communication folder and click the module you want to use. Add a new
document, such as a notice, from which you want to create a Change
Management document.

Click Select an Action, Initiate
CM (Change Management).

The module creates a new Change Management document and completes
the following fields using information from the original document: Title,
Date, Ball in Court, Status (set to New Item), Reference Document,
Activity ID, Scope (defaults to Out of Scope), Remarks, and Issues. A link
is created from the initiating document to the Change Management
document, and a link is created from the Change Management document
to the initiating document.
When you initiate change management from an RFI that has a
question and answer, the question and answer are copied to
the Remarks section of the Change Management document
window.

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Adding Change Documents
For more information, see
change management in Help.

Drag the scrollbar to the right to view all columns
associated with each change management document.

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257

Enter a
title for
the
change.

Use this section to select the BIC, status, and priority of the change.

After you enter the basic information for the change, you can begin generating documents using the remaining sections of the document window.
Click Save at the bottom of the window when you are finished adding
information to the document.

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The Budget section generates change documents for the budgeted contract.

Mark to indicate that the contact
from the linked contract
disputes financial liability for the
change.

Click Start Phase in each section to enter the
estimated, quoted, negotiated, and final cost of
the change and the number of days the change
will affect the project schedule.

A link to the source
document is provided.

This section displays a summary of the costs
associated with the contract this change is
linked to. This section is not editable.

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Use the Commitments section to generate change documents for committed contracts and POs.

The Remarks section enables you to include additional information about the change.

This section displays documents associated with
the change. Click the links to open the documents.

The document acronym for each
phase is displayed.

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Indicate whether the change is in scope or
outside of the scope of the original contract work.

Select the reason code for
the change.

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Proposals and Change Orders
Proposals The Proposals module includes proposed change orders
(PCOs), change order requests (CORs), estimates (ESTs), and requests for
proposals (RFPs). Click Proposals in the Contract Information folder from
the Project View to review proposals. These documents solicit a bid to
perform a specific activity or outline the cost and duration of a specific
change. You can edit existing proposals from the Proposals log. To create
new proposal documents, you must use Change Management.
From the log window, click a proposal to review its details.

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A change order request, which is one type of proposal,
contains To and From information and details about the status.

Scroll down to review
contract summary
information. The relevant
data is automatically
entered when you specify
the contract number at the
top of the document.

Using Change Management

The Line Items section
contains information about
itemized changes.

The Details section contains
remarks about the proposal,
as well as change
management information and
important dates.

Use the Markup for Changes
section to create markup
categories for this proposal.

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Change orders Click Change Management in the Contract Information
folder to add or review change orders. Change orders specify a redirection
of plans or introduce new items to the schedule. Change orders also show
any approved increases or decreases in costs and contract item allowances.
Change orders are typically generated from change
management, but if you want to be able to collect other
change orders into a change order, you must add it from the
Change Orders log (not from Change Management).

Use the
Change
Order
document
window to
review or
add details
about the
change
order.
The Status
section
contains
approving
authorities.

Scroll down to review
contract summary
information.

Use this section to create
markup categories for the
change order.
Click Get Markup to copy
markup values from the
contract.

Using Change Management

The Line Items section
itemizes changes. Click Add
Lump Sum to add a new line
item row.

The Details section contains
a description of the change
order, as well as change
management information
and important dates.

Each custom field
assigned to the change
orders table is shown with
applicable values. Custom
fields enable you to define
additional information
about a project.

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Applying Markup
A project's success requires effectively managing change during a project.
Change management is designed to help you track the change process
more accurately; you can also manage overhead and profit by using
markup in change documents.
For more information on
markup, see markup in Help.

Markup allows you to add overhead, profit, or any other markup categories
you create to change documents.
You can set default values or percentages for overhead, profit, and other
markup categories by using the Markup section of the contract/PO the
change is written against. The default values are then used for all markup
calculations for changes to that contract.
You can set different markup values for individual contracts and purchase
orders (POs). When applying overhead, you may need to change the
percentage in certain situations. You can have different markup values
based on total labor, material, and equipment costs. You can apply markup
to your budgeted costs or direct costs, as well as to the total committed
costs.
Markup forms Markup provides you with a comprehensive method for
managing changes from the initial estimate to the final approval, including
reporting to compare the total of initial change costs plus the total markup
for changes and the combined costs for changes. There is a form for
proposals and change documents with markups, which you can print.
Where markup is used You can apply markup to change orders and
proposals in the Change Order/Proposal document windows and in change
management.
You can generate a budgeted change from the existing changes in the
Change Management document window Commitment section. You can
add the markup to the commitment changes and produce a budgeted
change for that total.
What you can do with markup
â&#x2013;

You can set default markup values for overhead, profit, and other
markup categories that you create. The default values are used in all
markup calculations for that contract/PO.

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267

■

You can set separate markup values for different contracts and
purchase orders. When applying overhead, you may need to change
the percentage. You can apply markup to your budgeted costs and
committed costs.

■

You can have different markup values based on total labor, material,
and equipment costs.

■

You can set default values for overhead and profit, and you can also
add additional markup values for each document.

■

You can assign markup categories using a percentage rate or a flat
amount.

■

You can specify the target cost code to which you want to apply the
markup amount.

■

You can set the order in which markup categories are applied.

■

You can specify a source cost code, which allows you to break down
costs into individual components.

Create default markup values using the Project Settings dialog
box Markup section The Project Settings dialog box Markup section
contains fields in which you can enter any description, percent, or fixed
amount you want. The Target Cost Code column contains all cost codes.
Right-click on a project in the Project View, then choose Project Settings.
Scroll down to the Markup section.
When adding a new contract or PO, the module pulls the markup defaults
that you enter here and uses them in the contract/PO.
Even if you enter default markup values, you can modify the
markup values on a per contract/PO basis.

Select the order in which to
apply the markup categories.

Type either a markup
percentage value or a fixed
markup amount (not both).

Select the cost code to which you want to
apply the markup.

Select the source codes on which the
markup categories will be based. The
markup values will then be applied to
the target codes.

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For more information on
setting markup preferences,
see Specifying Project
Settings in the Setting Up
Dictionaries and Preferences
chapter.

Using source cost codes allows you to break down costs into individual
components. Instead of basing markup on one lump sum (such as overall
cost), you can divide the cost into labor, materials, and bond, and apply
markup categories to each of those. The module calculates the amount of
markup that is applied from the distributed value of all cost distributions
that match the specific cost code.
You can use wildcards in the Source Cost Code field. Use a question mark
(?) to replace one letter or an asterisk (*) to replace multiple letters. For
example, if you have cost codes A1B and A2B, and you enter A?B, both
cost codes will be found. Similarly, if you use A*, all cost codes that begin
with A will be found.
Apply markup values to change orders and proposals If you
do not want to use the default markup values, you can apply separate
values to individual change documents. the new values will apply only to
the change document to which they are applied. Click Change Orders in
the Contract Information folder in the Project View, then choose Add
Document. The module enters the current date. Select the documentâ&#x20AC;&#x2122;s
type, the to and from parties, and any other information relevant to the
change order. Scroll down to the Markup for Changes section.

Click to add a
new row below
the current row.

Click to update the markup amounts based on
any changes that have been made to the
document value and/or cost distributions.

Contains the markup
amount calculated based
on the markup preferences
and the applied cost.

Use subtotals Subtotals are cumulative. When you click Add Subtotal,
a Subtotal row is added to the bottom of the list. Use Organize Rows to
move the new row to the desired location. If you use Markup %, the
markup cost is taken from the Total Cost column, or the previous Subtotal
Total Cost column, and calculated in the Markup Amount column.

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Collecting into Change Orders
When you create a change order independently of change management,
you can collect costs from pending change orders. Use this feature to
combine multiple changes for one contract into a single change order; this
reduces the number of documents to track and update.
Collect into a change order From the Change Orders log window,
add or generate a new change order. Scroll down to the Line Items section
and click Collect from Changes. The module searches the database for
pending change orders involving the same PO or contract referenced in the
current change order. The module marks the collected change orders CLO
(closed), and adds a line for each change order collected to the Collected
Changes section on the change order.
The change orders being collected must not have been
collected into another change order, and cannot have an
approved, closed, or rejected status.

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In the Change Order
document window, scroll
down to the Line Items
section. Click Collect
from Changes.

You are prompted to
select the change orders
to collect.

Choose Yes to link the
new change to the same
issues and/or
attachments as the
collected documents.

The module adds
collected documents
to the Collected
Changes section on
the change order.

The status of change orders collected into another change
order is changed to Closed.

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Approving Change Orders
The final step in the change process is approving the change order. The
change order Summary section summarizes the contract history to date.
Approve a change order From the document window for the selected
change order, scroll down to the Status section. Choose the date the
change order was approved by the contract parties in each Date field; you
must enter the first two dates before you can approve the change order.
Click Approve and Save and confirm that you want to approve the change
order. The status of the change order is changed to Approved.
If you use the Cost Worksheet, The change order cost distributions are
transferred from the Pending Revisions column to the Approved Revisions
column.
In the Change Order document
window, scroll down to the Status
section. Click Approve and Save to
approve the change order.

The Contract Summary section
summarizes the contract history
to date.
Mark this checkbox to include both
pending and approved changes in the
Net Amount of Previous Changes
field.

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Generating Change Documents from Change
Management
The process of generating documents is essentially the same for each
document type in the work process.
Prepare to generate document from change management
Before you generate documents, you should specify contract information
in the Budget section. In the Budget section, click Select and choose the
contract; in the Commitments section, click Add and choose the phase.
You will choose the contract when you start the first phase.
If only one budgeted contract/PO exists, it is automatically
selected in the Budget section.
In the Budget section, you can only select contracts that are
distributed to the Budgeted side of the Cost Worksheet. In the
Commitments section, you can select any committed contract/
PO.

Generate a document From the Budget or Commitments section,
click the appropriate button for the phase from which you want to start:
Start Estimated Phase, Start Quoted Phase, Start Negotiated Phase, or Start
Final Phase.
If there is no value for a phase, no document exists for that
phase. A $0.00 value may have documents.

In the Commitments section, you can add rows for as many contractors as
the change requires. Click Add to create a row for the contractor. Select
the phase, then select the contract. You can also click Add Multiple
Estimates to include multiple rows if you are obtaining bids from several
contractors for the same work.

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Delete generated documents While you can review a change
document from the associated log after change management generates it,
you cannot delete the document from any log or document window other
than change management. For example, if you generate an RFP from
change management, you can open that document in the Proposals log, but
you cannot delete it from there. You must delete the document using
change management.
Click Clear Phase to delete a generated document. You cannot delete a
document from a phase if there are later phases that have generated
documents. For example, if you want to delete the Budget Estimate
document, but you generated a Budget Quoted document, you must delete
the Budget Quoted document before you can delete the Budget Estimate
document.
Delete change management documents To delete a change
management document, open the document you want to delete, then click
Delete Document from the Select an Action drop-down.
Deleting a change management document deletes all the documents that
were generated from it and removes any information posted to the Cost
Worksheet.

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Costing Generated Documents
Costing information is assigned to generated documents based on the
contract (for the first generated document) or the last generated document.
When you start the first phase on the budgeted or committed side, click
Copy from Contract in the Line Items section to copy line items and
costing from the contract to this document. For subsequent phases, line
items and costing are copied from the previous phase.
Change management enables you to post to the portion of the cost
worksheet that best suits your companyâ&#x20AC;&#x2122;s needs. Amounts from the
generated documents are automatically posted to the cost worksheet when
you assign cost distributions, except when you clear the Include checkbox
for commitments.
Use costing for a contractor in the Cost Worksheet To add
commitments to the cost worksheet, mark the Include checkbox in the
Commitment dialog box (while in Edit mode). To remove commitments
from the cost worksheet, clear the Include checkbox; costing information
is removed from the cost worksheet.
Costing information is retained for documents for which you
did not mark the Include checkbox, but the values are not
posted in the cost worksheet.

You can mark the Include checkbox for more than one of the
same contractor type. However, if you mark the Include
checkbox for multiple contractors who are bidding on the
same work, all checked contractors will be posted to the cost
worksheet.

Using multiple rounds of negotiations Through change
management, you can perform multiple rounds of negotiations in the
negotiated phase for both budget and commitments.
Copy commitments into a budget Using change management, you
can copy multiple commitments for a particular phase into one document
on the budget side for any phase, and you can carry over the cost codes.

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Adding Multiple Commitment Documents to the
Estimated Phase
Using change management, you can add multiple commitment documents
from companies that have committed contracts to the estimated phase.
Add multiple commitments documents In the Change
Management document window, click the Commitments section, then
click Add Multiple Estimates.

Click to add single
estimates.

The module displays all companies
that have committed contracts or
POs in this change.

Click Finish to add the estimates. A
commitment row is created for each
company you selected.

Select the From contact. The module enters the change date (the current
date), enters the required date (the current date plus seven days), and
copies the title and remarks from the Change Management document.

Using Change Management

Change Management Reports and Forms
Standard reports and forms are provided for
you to use to print change estimates by reason
code, scope, issue, or status.

From the Change Management document
window, click Select an Action, then
Advanced Print. Click Go. Select the report
or form, then click Print.

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Using Procurement
In this chapter
The Procurement Process
Initiating Procurement
Award Procurement Items to a
Bidder

Use the Procurement module to enter and track
information for procurement items, and then
award a contract to the winning bidder.
This chapter describes the procurement
process, and explains how you can use it for
estimating, bid tracking, and contract award.

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The Procurement Process
For more information, see
Procurement in Help.

The procurement section enables you to enter and track information for
procurement items and the related scope items that make up the
procurement item. Use this module if you need to procure materials or
labor.
During the procurement process, you can request bids from contractors on
materials that you require, or a job you need done. Once the item is open
for bid, you can track who is bidding, how much they bid for each
procurement item and its scope items, and then award the procurement
item to a contract or purchase order for the winning bidder.
The Procurement module covers the bidding process and
contract award within the bidding process.

You can enter and track information per procurement item. When the
bidding is complete, you can award the procurement item to a contract or
purchase order, and you can also generate materials. You can also view
statistics on bidders, including how much they bid on various items, and
which items they have been awarded.
Costing is done at the scope item level (one level below the procurement
item level), and the contract/PO award can be done at the procurement
item level or the scope item level.
Any user with access rights can enter data in a procurement document.
You can set the security options to prevent users from viewing and
entering data that you donâ&#x20AC;&#x2122;t want them to have access to. This allows you
to prevent users from seeing information in this module.

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281

Initiating Procurement
Once you know the details of the materials you require or the job you need
done, create a new procurement item document in which you will enter all
bids and other relevant information.
You can create a log of procurement item documents in the following two
ways: You can import existing items from an estimating package, or you
can enter them manually.
Import procurement item documents To save time, you can import
documents from an estimating package. To import, you must know the
name of the file, and the file must be properly formatted. From the
Procurement Items log window, choose Select an Action, Import, then
click Go to open the Import dialog box. Click Browse to locate the file,
then click Import. The items appear in the log.
Create a new procurement item document From the Project View,
open the Contract Information folder and click Procurement Items. Click
Add Document to open a new Procurement Item document window.
Select the
specification
section to
which this
procurement
item applies.
Enter a title
for the
procurement
item.
Select the
purchase
type, and the
CSI division
to which this
procurement
item applies.

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Add scope items to the procurement item You should first add the
individual components (scope items) that make up the procurement item
up for bid. Scroll down to the Bid Tabulation section and click the Add
button next to Scope Items.

Click
to add
scope
items.

In the Add Scope Item dialog box, enter the details for the scope item.

Enter
quantity and
unit price
information.
Click to add
sub-items to
the scope
item.
Click to add
more scope
items to the
procurement
item. Click
Save and
Close when
finished.

The scope items appear in the left column of the Bid Tabulation section.
You can add as many scope items as necessary to the procurement item.

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283

Scope item level.

Sub item level.

Detail item level.

Add sub items to scope items You can add a second level below
scope items, called sub items, to break down the scope items into more
specific components. In the Add Scope Item dialog box, click Add Sub
Item to add a sub item row, then enter the required information. The sub
item will appear indented below the scope item in the Bid Tabulation
section of the Procurement Item document window.
You can assign a specification section to a sub item.

You can also press F7 to add a sub item row from the Add/Edit
Scope Item dialog box.

Add detail items to sub items You can add a third level, which will
fall below sub items, called detail items, to make bidding even more
specific. In the Add Scope Item dialog box, click the icon to the left of the
sub item to which you want to add a detail item, or press F8. Enter the
required information. The row will appear indented below the sub item in
the Bid Tabulation section of the Procurement Item document window.
You can also add sub and detail items directly in the Bid
Tabulation section by clicking the respective icons next to the
scope and sub item rows, as shown here.

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Click to add a sub
item.
Click to add a
detail item.

Click to edit the item.

Add alternate items You can add alternate items that donâ&#x20AC;&#x2122;t belong
with scope items. For example, if you want elm trees, but you know they
probably wonâ&#x20AC;&#x2122;t be available, use the Alternates section to add maple trees
as an alternate item. Click the Add button next to Alternates in the Bid
Tabulation section.

Enter the title of
the alternate
item.
Enter the
quantity and
price
information.

Click to add
more items to
the list of items.
Click Save and
Close when
finished.

Alternate items are not included in the total amount of the
procurement item. Scope and general items are included. If
you use an alternate item and want to award it, you must move
the item to either the Scope Items or General Items section.

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285

Add general items You can add general items that donâ&#x20AC;&#x2122;t belong with
scope items. General items are costed similarly to scope items, but cannot
be broken down into sub and detail items. For example, you might
consider some costs, such as freight or taxes, as general, rather than scope
items. Click the Add button next to General Items in the Bid Tabulation
section. You are required to select a cost code for general items.

Select a cost
code for the
general item.

Enter the
quantity and
price
information.

Click to add
more items to
the list of items.
Click Save and
Close when
finished.

The alternate
items appear in
the Alternates
section, and the
general items
appear in the
General Items
section.

General item

Alternate item

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Edit the original and procurement estimates After you have
added scope and other items, you can edit the original and procurement
estimates. The values you enter when you first add scope, sub, detail,
general, or alternate items are the original estimate values. If you edit the
estimates after they are entered, the procurement estimate values are
edited, not the original.
You can edit original estimates if you have access rights to do
so, and only in the Edit Estimate Worksheet dialog box. The
access rights are set in the Project Access dialog box.
Click to open the Edit Estimate Worksheet
dialog box, in which you can edit original
and procurement estimates.

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287

Add bidders In the Bid Tabulation section, click Add Bidder to add the
names of contacts who have made or will make bids on the items.

Bidders
appear
in the
right
columns
.

In the Add Bidder dialog box, enter details about the bidder.

Click to insert
the name of the
bidder.

Click Select to
insert the names
of the contacts
who received the
bids.

Enter the
names of any
witnesses who
saw the bid.

Click to add
more bidders.
Click Save and
Close when
finished.

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Part 4: Working with Contracts, Project Costs, and Changes

Enter and edit bids Once you have added bidders, you can enter their
bids in the Bid Tabulation section.
Click to open the Edit
Bid Worksheet dialog
box, in which you can
enter bids for the
selected bidder.
Enter the bids from this
bidder, including quantity
and unit price, or total.

Enter any additional comments
about this bidderâ&#x20AC;&#x2122;s bids.

Choose the appropriate option to indicate whether the
values entered are complete, plug values, or incomplete.

See Edit Bid Worksheet dialog box in Help for information on
the Re-Sync feature, the Complete/Plug/Incomplete options,
and other detailed information for the dialog box above.

Click Save and Close when finished.

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289

Add new bidders and edit bids simultaneously Use the Record
Bid feature to add a bidder and enter bids in one step. Choose Select an
Action, Record Bid, then click Go to open the Record Bid dialog box.

Click to open the Select
Bidder dialog box to select
the bidder.

Click to open the Edit Bid
Worksheet dialog box and
enter bid information for the
new bidder. Refer to the
previous page for more
information.

Add any other relevant information You can add any other
necessary information in the Status, Scope of Work, Schedule, and Details
sections, and link the procurement item to issues and attach files to it in the
respective sections.
Enter details about the
scope of the work

Enter scheduling
information

Enter additional
information in the
Comments field.

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Part 4: Working with Contracts, Project Costs, and Changes

View procurement log statistics You can view awarded percentages
and other general statistics about all documents in the procurement log.
From the Procurement Items log window, click Select an Action, View
Log Stats, then click Go to open the Procurement Statistics dialog box.

For information on each field, refer to Procurement Statistics
dialog box in Help.

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291

View bidder statistics You can view statistics about any bidder who
has made bids on items in the procurement log. From the Procurement
Items log window, click Select an Action, View Bidder Stats, then click
Go to open the Bidder Statistics dialog box.

The name of the bidder.

Click to open the Select
Bidder dialog box and
choose the bidder.

Reports and Forms
Standard reports and forms are provided for you to use to print
information about procurement items.
From the Procurement Item document window, click Select an Action,
then Advanced Print. Click Go. Select the report or form, then click Print.

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Part 4: Working with Contracts, Project Costs, and Changes

Award Procurement Items to a Bidder
Once all bids are in and marked as complete, you can award a contract or
purchase order to a bidder. You can award multiple items to a bidder at one
time, or a single item to a bidder.
Only procurement items that are complete can be awarded.
Generally, a contract is awarded for materials and labor; a
purchase order is awarded for materials only.

Award multiple procurement items to one bidder If you want to
award multiple procurement items to one bidder, and the bids have been
marked as complete, click Award Items from the Procurement Items log
window to open the Award wizard.

Select the award type.

Click to open the Select Bidder dialog box
to choose the contact who won the award.
The list is filtered to include only bidders
who have made a bid on this item.

Choose
whether to
create one
line item in
the contract/
PO for the
entire
procurement
item, or line
items for
each scope
and general
item.

Choose
whether to
create a
materials
delivery
document for
each line
item.

Click to continue.

Using Procurement

Mark the checkboxes for the items
you want to award to this bidder

Click to continue.

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Part 4: Working with Contracts, Project Costs, and Changes

If you have any scope or general items that are not costed, the following
screen appears, in which you must choose a cost code for each item.
The following screen appears only if the contracts or purchase
orders checkboxes are marked as must be fully costed in the
Costing section of the Project Settings dialog box. If the
checkboxes are cleared, the following screen will not appear.
Click to open the Select Cost Code
dialog box to choose a cost code.

Click to continue.

If you chose to create line items for each scope and general item, and to
create a materials delivery document for each line item, the scope and
general items appear as line items in the next screen.
The following screen will not appear if you chose not to create/
select materials records per line item in the first Award screen.

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295

Click to open the Select Material
dialog box to choose the material to
which to apply the item. Or...

Select the specification
section for each item, if
applicable.

Click to continue.

...you can enter a
material code that does
not yet exist. The material
will be automatically
added to the Materials
Delivery log.

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Part 4: Working with Contracts, Project Costs, and Changes

Review the
information.
If everything
is correct,
click Finish
to award the
contract/PO
to the
winning
bidder.

The new Contract or Purchase Order document window opens, and is
added to the respective log window. Line items for each scope and general
item appear in the Line Items section, or one line item for the entire
procurement item, depending on which option you chose in the first award
screen.
The cost of the contract or purchase order is assigned to the Original
Commitment or Original Budget column in the Cost Worksheet,
depending on which option you chose in the first award screen. (Purchase
Orders are applied to the Original Commitment column.)

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297

Award a single procurement item to a bidder When you are ready
to award a single procurement item, and have determined which bidder it
is being awarded to, open its document window and mark the bid as
complete. Scroll down to the Bid Tabulation section and click Award This
Item to open the Award wizard.

Select the award type.

Click to open the Select Bidder dialog box
to choose the contact who won the award.
The list is filtered to include only bidders
who have made a bid on this item.

Choose
whether to
create one
line item in
the contract/
PO for the
entire
procurement
item, or line
items for
each scope
and general
item.
Choose
whether to
create a
materials
delivery
document for
each line
item.

Click to continue.

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Part 4: Working with Contracts, Project Costs, and Changes

If you have any scope or general items that are not costed, the following
screen appears, in which you must choose a cost code for each item.
The following screen appears only if the contracts or purchase
orders checkboxes are marked as must be fully costed in the
Costing section of the Project Settings dialog box. If the
checkboxes are cleared, the following screen will not appear.
Click to open the Select Cost Code
dialog box to choose a cost code.

Click to continue.

If you chose to create line items for each scope and general item, and to
create a materials delivery document for each line item, the scope and
general items appear as line items in the next screen.
The following screen will not appear if you chose not to create/
select materials records per line item in the first Award screen.

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299

Click to open the Select Material
dialog box to choose the material
to which to apply the item. Or...

Select the specification
section for each item, if
applicable.

Click to continue.

...you can enter a material
code that does not yet exist.
The material will be
automatically added to the
Materials Delivery log.

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Part 4: Working with Contracts, Project Costs, and Changes

Review the
information. If
everything is
correct, click
Finish to award
the contract/PO
to the winning
bidder.

The new Contract or Purchase Order document window opens, and is
added to the respective log window. Line items for each scope and general
item appear in the Line Items section, or one line item for the entire
procurement item, depending on which option you chose in the first award
screen.
The cost of the contract or purchase order is assigned to the Original
Commitment or Original Budget column in the Cost Worksheet,
depending on which option you chose in the first award screen. (Purchase
Orders are applied to the Original Commitment column.)
Unaward a procurement item To unaward a procurement item, you
can either delete the associated contract or PO that was generated during
the award process, or delete all line items in that contract or PO.
Delete a procurement item Only unawarded procurement item
documents can be deleted. If the procurement item has been awarded, you
must first delete the contract or PO as described above to unaward the
item. Next, from the procurement item you want to delete, choose Select
an Action, Delete Document, then click Go.

301

Creating and Tracking Issues
In this chapter
Linking Contract Manager Module
Documents Using Issues
Searching for Documents to Build
Issues

After your project is underway, problems can
arise that you want to track and document
because they may lead to contract changes or
claims. The Issues feature functions like a â&#x20AC;&#x153;file
cabinetâ&#x20AC;? where you can organize all project
documents related to an identified subject or
situation in one easily accessible place.
This chapter describes how you can create an
issue from any Contract Manager module
document, at any time during the project; link
any data item to one or more existing issues;
and have the module build an issue automatically.

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Linking Contract Manager Module Documents Using
Issues
An issue can be a problem that must be resolved before the project can be
completed, or a condition that can lead to contract changes or claims.
Organizing project information by issues enables you to quickly review
each problem that may affect the project schedule or completion cost.
An issue can link several documents of any type, such as a contract,
drawing, meeting minute, or change order. You may want to create an
issue to
■

Gather relevant documents quickly when you are involved in a claim

■

Track every piece of information relating to a company when you
experience ongoing problems with that company

■

Group different documents related to a topic that led to a formal
change order, such as meeting minutes, records of telephone calls,
and change documents

You can establish an issue at any point during a project and link
documents to it as the project progresses. For example, if a labor shortage
is noted in a daily report, create an issue named Labor and link the daily
report to it. You can also link other items to the issue, such as the original
labor contract, relevant meeting minutes, discussion items, and change and
request documents. You can also link several existing documents to an
issue at the same time. Use the Build Issue feature to
automatically search for, and link, related documents.
You can link an issue to any Contract Manager module document except
the Cost Worksheet and other issues (you can’t link one issue to another
issue). You can also link some items within documents to issues. For
example, meeting-minute business items can be linked to different issues
than the meeting minute document that contains them. Other items that
can be linked to issues include contract/purchase order (PO) items; requisition schedule of value line items; change and proposal line items; daily
report visitors, equipment, and labor; submittal revisions; drawing
revisions; punch list items; notepad items; and materials delivery tickets.

Creating and Tracking Issues

303

Add an issue From the Project Information folder in the Project View,
click Issues, then Add Document. Enter a title and code for the issue. Add
any other information about the issue as necessary, including a linked
contract, the status, priority, ball in court, and any attachments.

Click to
open the
linked
document
.

Link a document to an existing issue You can link various
documents and items to an issue. Open the document you want to link to
an issue. Scroll down to the Issues section, or click the Link icon at the top
of the page.
Click to select the issue you want to link the document to.

If you want to open the issue document window, click the
issue's link in the Issue Title and Name column.

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Display a document linked to an issue From the Issues log, click
the document icon for the issue you want to open. A list of all the
documents attached to that issue is displayed in the Linked Documents
section. Click the title in the Linked Document column to open the
document.
When you edit a document linked to an issue, the issue is
automatically updated when you save or close the document.

Remove a document link from an issue Click Issues in the Project
Information folder to open the Issues log window. Open the issue from
which you want to remove a linked document. Scroll down to the Linked
Documents section and scroll to the right. Click Unlink for the document
you want to remove from the issue.

Creating and Tracking Issues

305

Searching for Documents to Build Issues
During a project you may decide to link several documents to an issue at
the same time. For example, you may have completed Phase 1, and want to
link all Phase 1 documents to an issue to keep track of them. The Search
feature does this for you quickly and automatically.
Select a project in the Project View. Click Search in the upper right corner
of the Workspace to open the Search window.
Enter the keywords relating to the documents
that you want to search for, then click Search.

Mark to
search for
the
keywords in
attached
documents.

Refer to Search in Help for
detailed information on this
feature.

To search for multiple words in one field, use a space between words, for
example, Insurance Liability. The documents are listed that contain both
of the words.
All documents are selected to be included in the issue by default. To
prevent documents from being linked to an issue, clear the checkboxes for
the respective documents.
Click Link Selected Results to an Issue to open the Select Issue dialog
box.

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Choose whether to link the documents to an existing issue (click Select
next to the issue), or to create a new issue. For a new issue, click Add Issue
and enter a code and a descriptive title. Click OK when finished. The
selected documents are linked to the issue.

Creating and Tracking Issues

Issues Reports and Forms
Standard reports and forms are provided for
you to use to print Issues. From the Issue
document window, click Select an Action,

and then Advanced Print. Click Go. Select
the report or form, then click Print.

ogging and tracking information accurately is an
important aspect of managing a successful project. This
part describes how the Contract Manager module can help
you more easily and effectively manage these functions.
Tracking Drawings explains how the module helps you
identify and maintain contract drawings received and sent,
while Managing Submittals describes how to log and
track submittals through multiple reviewers and review
cycles.
Read Tracking Materials Deliveries and Using Daily
Reports to learn how the module enables you to track
daily project events at the site, so you can identify reasons
for problems and delays.
Review Tracking Insurance Certificates to see how all
project participants can use the Insurance log. Logging
and tracking lists of items that each project participant
must complete before the project can be finished are
described in Producing Punch Lists.

The Drawings log serves as a central location
for tracking the numerous drawings and
revisions participants use during a contract life
cycle, while the Drawing Sets log groups new
revisions for related drawings.
This chapter provides an overview of the two
Drawing logs and explains how you can use
them to track project drawings, specifications,
other contract documents, and drawing
revisions through the distribution cycle.

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Part 5: Logging and Tracking Information

Drawings Overview
The primary function of the Drawings log and Drawing Sets log is to
expedite the distribution of documents.
You can use the Drawings and Drawing Sets logs to
■

Drawing development and control are handled by various project
participants in the distribution phase of the contract process. Once
drawings are approved for construction, the construction work can begin,
signaling the start of the distribution phase. At this point, the contract is
awarded, and the construction manager (CM), general contractor (GC), or
subcontractor becomes involved in this phase of the drawing process. The
CM or GC is responsible for coordinating all construction work and
disseminating drawings to the mechanical, electrical, plumbing, and other
subcontractors and vendors for construction or procurement and submittal
processing.
Through the Drawings log and the Drawing Sets log, the Contract
Manager module helps you perform the following functions for drawings
submitted for bid, approval, construction, or other contract requirements/
negotiations.
■

Maintain an accurate history of revisions to see who changed what
and why

■

Determine and maintain distribution lists for drawing implementation
and coordination

■

Identify how many copies are being sent and to whom

■

Reduce data entry by automatically creating transmittals for each
revision

The following diagram provides a workflow of the general stages of the
design review and distribution cycles. The distribution cycle is supported.

Design development and review coordinates and tracks each piece of the
design in the Issued For Design (IFD) phase (30%, 60%, 90% to 100%
complete).
Distribution occurs when construction is underway—Issued For Bid (IFB)
and Issued For Construction (IFC) phase—to keep all parties informed.

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Distribution
Create distribution lists
for distribution

Log contract
drawings /documents

Generate a set of
drawings and add
drawings for
distribution

Assign distribution list
and individuals

Create transmittals
and print reproduction
order

Update log with dates

Tracking Drawings

315

Setting Up Drawing Data
Start by setting up the standard data used to categorize and identify
drawings.
Distribution lists contain the names of individuals you want to include
when distributing drawings. The Company Directory should already
contain information for these individuals, since the distribution lists are
based on company information. You can use defined distribution lists in
any project in the same database. Distribution lists are established per
project using the project contact list or globally for all projects in the same
database using the group contact list.
Drawing phases identify the purpose for the issued drawing, such as
Issued for Bid or Issued for Construction. To define drawing phases, rightclick on the top level folder in the Project View, then choose Dictionaries,
Drawings, Drawing Phases.
Drawing disciplines categorize drawings and drawing sets by
discipline, such as electrical, mechanical, or civil, for easier tracking.
Standard categories are supplied or you can define your own (right-click
on the top level folder in the Project View, then choose Dictionaries,
Drawings, Disciplines). You can use discipline categories to sort, filter,
group, and report drawing information.
Drawing areas identify the various areas associated with a drawing,
such as Foyer or Entry, or even a building designation, such as Lot A or
Bldg B, for easier reference, filtering, sorting, and grouping. To define
drawing areas, right-click on a project in the Project View, then choose
Dictionaries, Drawing Areas.
You can include paper size
and number of copies per
contact when you set up
the Company Directory.
Then, when you set up
distribution lists for
drawings or drawing sets,
the paper size and number
of copies are included for
the corresponding contacts
on your list.

Paper sizes enable you to identify the standard paper sizes associated
with issued drawing types. For example, architectural drawings can be
various sizes: A through E, and so on. Once paper sizes are defined, you
can specify them for individual drawings or drawing sets when
reproducing and sending multiple copies for distribution. To define paper
sizes, right-click on the top level folder in the Project View, then choose
Dictionaries, Drawings, Paper Sizes.

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Part 5: Logging and Tracking Information

Bid packages help you track all drawings and corresponding revisions
issued by defining a bid package for each contractor, then logging the
drawings by bid package in the Drawings log. You can modify this list if
additional contractors require drawings for bid. When logging drawings,
the bid packages you define are available from the Latest Bid Package
field. You can also filter, sort, and group by bid package, and you can
assign a bid package to a drawing set. To define bid packages, right-click
on the top level folder in the Project View, then choose Dictionaries,
Drawings, Bid Packages.
File numbers define the numbers corresponding to the filing system set
up specifically for drawings in your organization. You can select the
appropriate file number when you log drawings. To define file numbers,
right-click on the top level folder in the Project View, then choose
Dictionaries, Drawings, File Numbers.

Tracking Drawings

317

Adding Drawing Documents
Use the Drawings log to identify and track drawings, specifications, and
other supporting documentation to meet contractual requirements and
ensure completion of work-site obligations. Tracking drawings through
the Drawings log enables you to maintain a list of drawing revisions for
the distribution cycle; review the drawingâ&#x20AC;&#x2122;s current statusâ&#x20AC;&#x201D;latest revision
date and sent date; and review sets that contain the drawing. Typically,
distribution revisions are added when a set is created, but you can also add
them using the Drawings log.
Adding drawing documents in the Drawings log Click Drawings
in the Logs folder in the Project View, then click Add Document. Enter a
Drawing Number, Title, and Issued Date, then click Select to choose the
Designer. Enter any other pertinent information in the Status and Details
sections.

You must enter a
number for the
new drawing.

You can link the
drawing to a
contract.

Click Select to choose a Designer.

Create revisions for a drawing In the Drawing document window,
click Add in the Revisions section. Enter the revision number and title and
select a revision date.

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After you enter the basic information for the revision, select the contacts
to receive it. Click Add in the Revision Distribution To section. Click
Select in the Add Distribution dialog box and select the contacts who will
receive the revision. When you finish selecting the contacts to receive the
revision, click Save. Type the number of copies and choose the paper size
for each contact, then click Save.

The module enters this
information as configured
in the Company Directory,
but you can change it at
any time.

Review drawing sets The Sets Containing this Drawing section
enables you to see all information about the drawing sets to which this
drawing belongs, including the revision number, set title, its phase,
progress, and creation date. If this section does not contain any
information, the drawing is not part of a set.

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319

Indicates the revision number of the drawing
when it was added to the set: it is not the
latest revision number.

For information about
drawing sets, see Creating
Drawing Sets later in this
chapter.

Generate multiple drawings The easiest way to create a master list of
all drawings related to a project is to add one drawing for each discipline,
then click Generate Document to create the remaining drawings. After the
master list is complete in the Drawings log, you can create a set by
discipline or phase in the Drawing Sets log.
Open the drawing you want to copy, then click Generate Document. Type
the number of drawings you need to create, and type the drawing number
to assign to the first of the new drawings. The other generated drawings
will be automatically numbered sequentially using this number. All
attributes of the original drawing, such as title, phase, and discipline, are
copied to the new one; existing revisions are also copied. You can change
any of these items within each generated drawing.

320

Part 5: Logging and Tracking Information

Creating Drawing Sets
Drawings are often contained in sets for easy distribution and record
keeping. Typically, sets correspond to phases such as Schematic, Issued
For Bid, and Issued For Construction, and can be part of a change order,
bulletin, or request for information (RFI). You can create sets from the
Drawing Sets log, and then distribute the drawings to obtain a bid for work
or to inform the recipient of the approved construction design. Since the
recipients do not return these drawings to the originating person, you only
need to track the names of persons to whom the drawings were sent and
the dates they were sent.
Create a drawing set Click Drawing Sets in the Logs folder in the
Project View, then click Add Document. Type a name and title for the set
and enter the date on which the set was received.
Click Select to choose the person
responsible for the drawing set.

Add drawings to a set In the Drawings in This Set section, click
Record. Click Select in the Record Drawings dialog box. The Select
Drawing dialog box lists all drawings defined in the Drawings log that
have at least one revision. Click Select next to each drawing you want to
include in the set, then click Save.

Tracking Drawings

321

Mark the New
Revision checkbox if
the document has
been revised in this
issue of the set, then
type a new revision
number, title, and
date.

Define distribution lists for a set In the Distributed To section, click
Copy from Drawings to copy the names from the distribution lists of
drawings recorded with new revisions. The module does not copy
distribution lists from drawings added to the set using existing revisions.
You can add additional names to the distribution list for the set by clicking
Add.

Generate a set After the revisions are tracked, the set may need to be
reissued to the distribution list. In the Drawing Set document window,
click Generate Document.

322

Part 5: Logging and Tracking Information

Mark Yes if you want to
copy the drawingsâ&#x20AC;&#x2122; latest
revisions into the new set.

Mark Yes if you want to
issue the copy of the set
exactly as the original.

Create transmittals for drawing sets When you create a drawing
set, entries are created in the Transmittal Queue for each contact you
specified for distribution. To set this preference, mark the Create
Transmittals from Distribution List checkbox in the Communication
section in Project Settings (right-click on the project in the Project View).
To view the Transmittal Queue, open any module log, then click the Transmittal Queue icon in the upper right side of the header.

Click to create the
transmittals.

Mark to combine transmittals
with matching company
name and contact initials.

Mark to
print the
transmittals
as they are
created.

Tracking Drawings

Drawings Reports and Forms
Standard reports are provided for you to use
to print drawings. From the Drawing or
Drawing Set document window, click

Select an Action, then Advanced Print.
Click Go. Select a report or form, then click
Print.

323

325

Managing Submittals
In this chapter
The Submittal Process
Adding a Submittal Package
Adding a Submittal
Copying a Submittal
Tracking and Updating a
Submittal Using Review Cycles
Tracking Multiple Reviewers
Updating Submittals from a
Package
Using Schedule Activities for
Reference and to Update
Submittals
Compiling a Submittal
Distribution List
Producing Transmittals from
Submittals

During a project, managing submittals can be
one of the most time-consuming tasks. This
chapter describes how the Contract Manager
module streamlines the submittals process by
enabling you to track each stage of the review
cycle and update submittal dates using activities from a linked Contract Manager module
schedule.
No matter how many times a submittal is
revised, you will always know who received it
and when; which submittals were approved
and which are pending; which are overdue and
by how many days; and, most important, who
is currently responsible.
The module also provides distribution copies,
transmittals, and dunning letters.

326 Part 5: Logging and Tracking Information

The Submittal Process
The following steps provide an overview of the typical process for
entering a submittal package and tracking its progress. The rest of this
chapter explains how to perform each step.
1 Add a submittal package.
2 Add submittals.
3 Record each review cycle.
4 Specify distribution.
5 Establish the schedule.
6 Track status.
7 Update the submittal when necessary.

Expand
each
section to
edit the
submittal.

Managing Submittals

327

Adding a Submittal Package
Group related submittals into packages for better organization. For
example, assemble a submittal package for all submittals pertaining to a
specific supplier, floor of a building, or area of work.
Add a submittal package Click Submittal Packages in the Logs
folder in the Project View, then click Add Document. In the Submittal
Package document window, type a package number.
The Package Number field is required. One way to structure
package number codes is to use CSI codes. You can compile
a comprehensive list of packages and submittals at the
beginning of a project before you identify reviewers.

Specify the title, status, priority, and ball in court for the submittal
package. Select the company or the corresponding contact for the persons
responsible for acting on the submittal package in the Received From,
Sent To, Returned By, and Forwarded To fields in the Workflow section.
You can use Project Settings to specify a default Submittal
Coordinator to receive and review submittals. Right-click on
the project name in the Project View and choose Project
Settings. In the Key Parties section, click Select to specify a
contact person.

The module
calculates
the value for
this fieldâ&#x20AC;&#x201D;
the
percentage
of approved
items.

Expand to
view the
submittals in
the submittal
package.

328 Part 5: Logging and Tracking Information

For details on adding a
submittal, see Adding a
Submittal in later in this
section.

Add a new submittal to a submittal package Scroll down to the
Submittals section and click Add to open a new Submittal document
window. The submittal are automatically added to the package, as
indicated in the Package field.
To add multiple new submittals at once, click Add Multiple Submittals to
open the Add Multiple Submittals wizard. Enter the number of new
submittals you want to add, and the starting number. Click Next, then enter
the titles, categories, and types for the new submittals. Click Finish to
create the new submittals.
Add an existing submittal to a submittal package To add an
existing submittal to a package, open the Submittal document window and
select a package number in the Package field.
Remove a submittal from a submittal package To remove a
submittal from a package, open the Submittal document window in Edit
mode and click the Clear link located to the right of the Package field. This
deletes the package number. The module then lists the item by itself in the
Submittals log.

Managing Submittals

329

Adding a Submittal
The Submittals log window lists all of your submittals, both individual
and those in packages. Use the Submittals log to add a submittal.
Add a submittal Click Submittals in the Logs folder in the Project
View, then click Add Document. In the Submittal field, type a unique
code, up to 15 characters, to identify the submittal. A sequential number
that you can change is automatically assigned to the submittal. To add the
submittal to an existing package, click Select to open the Select Submittal
Package window.
Select a Category for the submittal. Use the Type field to assign a type to
the submittal. You can define different submittal types in the Submittal
Type dialog box (with no projects open, right-click the top-level folder in
the Project View, select Dictionaries, Submittal, Types). You can do the
same for categories.
Click the calendars to specify the date range for the submittal using the
Required Start and Required Finish date fields. If a date is not selected, the
module automatically calculates the required start and required finish
based on the Submittal Preparation Start date and the Approval Period
Finish date respectively. To do this, in the Schedule section, you must pick
a successor activity, specify the lead times for the two activities, and click
Update from Lead Time.

The module
assigns to
the submittal
the next
available
sequential
number.

Expand to
select the
company or
contact of
each person
involved in
reviewing
the
submittal.

330 Part 5: Logging and Tracking Information

Delete a submittal You can delete a submittal from the Submittal
document window. Open the submittal from the Submittal log window.
Click Select an Action, Delete Submittal, then click Go.
Delete a submittal package To delete a submittal package, open the
package from the Submittal Package log window. Click Select an Action,
Delete Package, then click Go. IMPORTANT: When you delete a
package, all submittals in the package are also deleted.

Managing Submittals

331

Copying a Submittal
A submittal package often contains several similar items. To reduce data
entry, use the Generate Submittals command to create multiple copies of a
submittal, then edit each copy to reflect any differences.
You can also generate
submittals from contracts
and purchase orders. For
instructions, see Generating Submittals from a
Contract or Purchase
Order in the Managing
Contracts and Purchase
Orders chapter.

Copy a submittal Click Submittals in the Logs folder in the Project
View. Open the submittal you want to copy. Click Select an Action,
Generate Submittal, then click Go. Specify the number of new submittals
you need, and choose whether to link the new submittals to the same
issues as the submittal being copied. Click Finish to create the new
submittals.

The module numbers the copies with the next available sequential
numbers. For example, if the number of a submittal being copied is 166000003, you make three copies, and 16600-0003 is the last number assigned
in that series, the module numbers the copies 16600-0004 through 166000006.

332 Part 5: Logging and Tracking Information

Tracking and Updating a Submittal Using Review Cycles
The Review Cycles section in the Submittal document window shows the
complete history for a submittal, starting with the first revision. If you are
linked to a Contract Manager module schedule, and are using its activities
in the Schedule section, the module automatically updates submittal
schedule activities when you update dates in the Review Cycles section of
the Submittal document window.
For more information about
using a schedule in the
Contract Manager module,
see Exchanging Contract
Manager Module Data.

Record a review cycle Click Submittals in the Logs folder in the
Project View, then click the submittal title to open the selected submittal.
Click Add Review Cycle. The revisions will be automatically numbered
sequentially, beginning with 001. Type a description of this review cycle,
then enter the dates when the submittal changed hands. For example, for
the first review cycle in the following figure, the submittal was received
from Dave Smith on 16-Apr-02 and sent to Chris Atkinson on 22-Apr-02;
Chris Atkinson rejected and returned it on 23-Apr-02, and it was
forwarded to Dave Smith so it could be updated for another review.

The review cycle
begins when a date is
entered in the
Received field.

The following steps outline the process for updating submittal schedule
dates from review cycle dates:
To update from the first review cycle
1 When you enter a submittal received date in the Review Cycles area,
the start date for the Submittal Preparation activity is updated and the
checkbox next to the date is marked to indicate an actual start for this
activity in the Schedule section of the Submittal document.

Managing Submittals

333

2 When you enter a sent date indicating when you sent the submittal for
review in the Review Cycles section, the finish date for the Submittal
Preparation activity is updated and the checkbox next to the finish
date is marked in the Schedule section of the submittal document to
indicate an actual finish. In addition, one day is added to this sent date
to update the start date of the Approval Period activity; the checkbox
next to the start date is also marked to indicate that this activity has
started.
3 When you enter a submittal returned date, the finish date for the
Approval Period activity is updated and the checkbox next to the date
is marked to indicate an actual finish for this activity in the Schedule
section of the submittal document. The status of this revision does not
need to be approved for this to happen.
4 If this review cycle is approved, the Resubmit start and finish dates in
the Schedule section of the submittal document remain blank. If the
review cycle is rejected or has a status other than Approved, all
current schedule dates on the submittal Schedule section are retained.
If rejected, you would normally start a new review cycle. This process
can be continued until you finally approve the submittal.
To update from any subsequent review cycle
1 When you enter a submittal received date, the module updates the
start date for the Resubmit activity in the Schedule section of the
submittal document with the received date in this revision; the Start
checkbox is also marked to indicate that the next submittal cycle has
started, as long as the finish date for an Approval Period activity is
marked. The module sets the Schedule section dates using the next
lowest revision number in the Review Cycles section.
2 When you enter a submittal returned date and change the status to
Approved, if the finish date for an Approval Period activity is entered,
the finish date for the Resubmit activity is updated in the Schedule
section with the returned date in this revision and marks it as an actual
finish. This process occurs for any review cycle after the first cycle.
3 If a review cycle after the first cycle is rejected, you would normally
start a new review cycle. Any changes to review dates or status will
update the Schedule section of the submittal document using the same
conditions listed above. If you clear a review date, the Schedule
section dates related to that date are also cleared.

334 Part 5: Logging and Tracking Information

The Received, Sent, and
Returned dates are
transferred to the
Submittal Preparation
(Start), Submittal
Preparation (Finish), and
the Approval Period
(Finish) date fields in the
Schedule section,
respectively.

This date plus one day creates the actual
start of the Approval Period activity.

You can also export this data to a Contract Manager module schedule to
create or update the activities in the related Project Management module
schedule.

Managing Submittals

335

Tracking Multiple Reviewers
Sometimes you want more than one person to review a submittal. When
two or more participants review a submittal at the same time, their review
information is treated as a â&#x20AC;&#x153;set.â&#x20AC;? When calculating status, a set of
reviewers is treated as one revision.
Enter a set of reviewers Mark the Multiple Reviewers checkbox in
the Workflow section in the Submittal document window. (This option is
available only before a review cycle is added.) Add a review cycle, scroll
to the Multiple Reviewers section and click Add. In the Revision Set
window, select a reviewer. Enter information about the reviewer, the
status, description, dates, and any remarks noted by the reviewer for the
revision. Click Save & Add Another to add more reviewers.
For any revision that consists of a multiple reviews, the module
determines the most critical record in the set and displays those dates in
the Review Cycles section. The most critical record is the one with the
fewest dates entered, indicating that responses for this revision have not
been received, sent, returned, or forwarded by the appropriate ball-in-court
(BIC) on time, causing a significant delay in the submittal process. If the
number of dates for more than one reviewer is the same, the row with the
earliest date farthest to the right is used.

336 Part 5: Logging and Tracking Information

Mark to indicate
multiple reviewers.

If the revision involves multiple
reviewers (a set), click Add to add
reviewers, or click the icon to view
the details for that reviewer.

Scroll down for more
information.

337

Updating Submittals from a Package
To assign a status for several submittals in a package at one time, open a
Submittal Package document window, then click Update Package in the
Submittals section. This speeds the update process when you receive
several submittals in a package from a contractor on the same day.

Mark each submittal for
which you want to
change status and/or
dates. Click Next.

Enter the dates with which
you want to update the
submittals you selected, and
select a status for the
submittals.

338 Part 5: Logging and Tracking Information

If you enter a returned
date, the module prompts
you for the contact who
returned the submittal
package. Click Select to
select a contact or
company.

The module prompts
you to make sure you
want to update
submittals already
approved and to add
new revisions to
accommodate dates
you entered.

Click Finish to update the
submittals you selected.

339

Using Schedule Activities for Reference and to Update
Submittals
If you use the Project Management module to schedule projects, you can
use the Schedule section in the submittal document to reference and
update the activities associated with your submittals with early/actual start
and finish dates from the schedule activities.
In Edit mode,
expand the
Schedule
section to
associate
Project
Management
module
activities and
their early
and actual
dates with
submittal
activities.

Indicates
that dates
were read
from a
schedule.

For details on linking to a
Project Management module
schedule, see the Exchanging
Contract Manager Module
Data with a Project
Management Module
Schedule chapter.

A marked checkbox indicates an
actual start or finish date for the
activity; cleared checkboxes indicate
early start and finish dates.

Update scheduling information Click Update from Schedule in the
Schedule section in the Submittal document window. You can also
customize the Workspace to update submittals by clicking Customize this
Page to add an Update Submittals object to the Workspace.
If the top-level folder is highlighted in the Project View, and you
click Update from Schedule/Update from Lead Time in the
Update Submittals object in the Workspace, all schedules
linked to Contract Manager module projects will be updated. If
one project is highlighted in the Project View, only the
schedule linked to that project is updated.

Record scheduling information Expand the Schedule section in the
Submittal document window and click Select in the Activity ID column to
select activities from the linked Project Management module schedule.

340 Part 5: Logging and Tracking Information

Whenever the Project Management module schedule has been updated,
click Update from Schedule to ensure that you are using the most current
dates.
The module assumes you are using activities with
conventional, finish to start relationships, and it calculates
dates based on a seven-day workweek calendar.

In the following example, the early start date of the selected schedule
activity was used to update dates for the Submittal Preparation activity and
the required start date. The early finish date for the Approval Period
activity was used to update the submittal required finish date, as well as
the dates for this activity.

Lead time for submittal activities is
updated based on the durations for
the selected schedule activities.

341

Specify the activity that succeeds the current one Select the
applicable activity from the Successor Activity field. The dates for all
other start and finish times are based, in succession, on the date of the
selected successor activity. For example, the finish date of the Delivery
Time activity is one day before the start date of the Successor activity; if
the start date of the Successor activity is 12/30/00, the finish date of the
Delivery Time activity is 12/29/00. This ensures that materials needed to
perform the Successor activity are delivered in time for construction to
begin.
Specify the submittal activity duration To calculate the start date
for the activity, enter the number of days to deduct from the finish date of
the activity specified. For example, if you enter 30 days for the lead time
for an activity with a finish date of 12/29/02, the start date for that activity
becomes 11/30/02. If you change the number in this field or change an
activity after dates have been calculated, you are prompted to overwrite
the dates with new start and finish dates.
If you use Project Management module activities to update submittal
activity dates, the lead time calculation is based on the number of days of
duration for each schedule activity.
If you do not use schedule activities to update submittal activity dates, you
can manually enter the days of lead time necessary for each submittal
activity to complete. You must first specify the Successor activity and its
corresponding dates, then enter the lead time for the remaining submittal
activities. To update the dates for activities based on the Successor activity
dates and the lead times entered, click Update from Lead Time in the
Schedule section of the Submittal document. The original dates will be
overwritten with dates calculated from the lead times.
Record scheduling information Click Select in the Activity ID
column to select the Successor activity in the Schedule section of the
Submittal document window. Update the schedule dates for the submittal
manually or use the date popup.

342 Part 5: Logging and Tracking Information

A marked checkbox indicates an
actual start or finish for an activity.

Viewing the Status and Details of a Submittal
In the Submittal and Status sections of the Submittal document window,
you can quickly check who is currently responsible for a submittal item,
how long the individual has had it, and how many days it is overdue.
In the Details section in the Submittal document window, enter the number
of items attached to the submittal, the company and initials of the contact
who produced the submittal items (Source), a drawing number, and the
company or name of the contact who filed the drawing, and filed date, if
applicable.

You can optionally select a date for the first Approved By person (the
primary submittal contact for the project) when he or she approves the
submittal; the module does not supply a value for this field. The module
completes the second Approved By Date field when the submittal has a
status of Approved; you can change this date.

343

Submittals Bar Chart
For more information on this
feature, see Submittals Bar
Chart window in Help.

You can view the Submittals log in a bar chart. The Submittals Bar Chart
window provides a graphical representation of the Submittals log window
in a schedule format, similar to the Schedule Data window. The bar chart
shows submittals that have a Required Start date or at least one latest date
(Received, Sent, Returned, or Forwarded).

Compiling a Submittal Distribution List
The Distributions section within the Review Cycles section of the
Submittal document window enables you to record the names of contacts
who should receive a copy of the submittal. You can specify distribution
to an individual contact, company and/or to a distribution list that lists the
individual contacts for each submittal revision row.
Click Companies in the Project Information folder in the
Project View, then click Define Distribution Lists to create a
distribution list containing multiple contacts.

Compile a distribution list Open the submittal in Edit mode. In the
Review Cycles section, expand the Distributions section and click Add to
select contacts from the Distribute Submittal dialog box. Click Select to
open the Select Contacts dialog box and choose the contacts to put on the
submittal distribution list. Click Save. Mark the Transmit checkbox if you
want a transmittal created for each contact listed. Each transmittal issued
per individual on the list also contains the same remarks and number of
copies you specify in the Distribute Submittal dialog box; you can change
them individually as appropriate. Click Save when finished.
After you select the contacts, you can enter other information required in
the Distributions section by clicking the contactâ&#x20AC;&#x2122;s icon to open the
Submittal Distribution dialog box.

345

A transmittal is created for each contact
for whom this checkbox is marked.

Select a predefined distribution list,
or choose to list all contacts or
companies to select those applicable
for the submittal.

For more information about
creating transmittals, see the
Preparing Transmittals
chapter.

Use the Transmittal Queue to generate transmittals based on the revision
updates and distribution contacts.
In the Communication section in the Project Settings dialog
box, you can specify whether transmittals are generated
automatically from revised submittals. The default setting is to
generate transmittals automatically.

Transmittal entries are automatically entered in the Transmittal Queue
when you specify a contact in the Distributions section of the Review
Cycles section of the Submittal document window and mark the Transmit
(create transmittal) checkbox for that distribution. Transmittals are also
created when you enter sent or forwarded dates in the Review Cycles
section in the Submittal document window, or in the Submittal Package
document window.

346 Part 5: Logging and Tracking Information

Producing Transmittals from Submittals
You can create a transmittal for each contact listed in the Distributions
section in the Review Cycles section of the Submittal document window
and for each updated submittal.
From the Transmittal Queue, you can create any transmittals shown and
add them to the Transmittals log. You can then print them for multiple
recipients on your distribution list.
For more information about
defining Project Settings, see
the Setting Up Dictionaries
and Preferences chapter.

Create a transmittal from a submittal Click Transmittal Queue
located at the top of the Submittal screen to open the Transmittal Queue.
The queue automatically contains an entry for each item in the
Distributions section. It also contains a list of the submittals for which you
entered (or edited) a date in either the Sent or Forwarded field in the
Review Cycles section.
If you do not want transmittals created automatically, go to the
Communication section of the Project Settings dialog box and
clear the Create Transmittals from Submittal Revisions and
the Create Transmittals from Distribution List checkboxes.
Distribution lists will not be sent to the Transmittal Queue.

Select the entry for which you want to create a transmittal and click
Create, or click Create All to create transmittals for all items in the list. In
either case, the transmittals are added to the Transmittals log and includes
any attachments from the originating documents to the transmittals
generated.

347

Click to add a
transmittal to the
transmittal log.
Mark this
checkbox to
combine all
transmittals that
are going to the
same contact.

Mark this
checkbox to
print the
selected
transmittals
immediately
after clicking
Create.

348 Part 5: Logging and Tracking Information

Submittal Reports and Forms
Standard reports and forms are provided for
you to use to print submittal information, as
well as a dunning letter to inform
responsible participants of overdue items.

Tracking Materials Deliveries
In this chapter
Adding Materials Delivery
Records
Adding a Materials Delivery Ticket
and Posting to Multiple Materials
at Once
Including Materials Deliveries on
Requisitions

Use the Materials Delivery log to track
materials delivered to your site. By recording
each materials delivery in the Contract
Manager module, you will always know what
has been delivered, how much of it was
delivered, the dollar value of the delivery, and
what remains to be delivered.
This chapter describes two ways you can use
the Contract Manager module to record
materials deliveries. If daily reports are part of
your routine, you can record materials deliveries in the daily report and let the Contract
Manager module update your materials
delivery records. Conversely, you can update
the Materials Delivery log and have the
module record materials deliveries in your
daily reports.
If you use requisitions for payment, you can
include materials deliveries effective during
the pay period.

350

Part 5: Logging and Tracking Information

Adding Materials Delivery Records
Add materials delivery records when you need to closely track materials
delivered to your company, the amounts to be delivered, and the amount of
money spent on materials to date.
Tracking materials deliveries is a two-step process. First, create a
materials delivery record for each material you plan to track, and then
update the record each time you receive a delivery of that material.
For more information about
contracts and purchase
orders, see the Managing
Contracts and Purchase
Orders chapter.

You can add materials delivery records directly in the Materials Delivery
log, or you can allow them to be automatically generated from a lump sum
or unit price purchase order (PO) or contract. If you set up contracts or
POs, and you plan to track materials deliveries, generating your materials
delivery records from contracts and POs generally saves time. If you
generate a requisition from a PO or contract, you can also automatically
add materials delivery records to the requisition schedule of values.
The module will automatically link the Line Item number in the Requisition section of the Materials Delivery document window with the correct
line item from the requisitionâ&#x20AC;&#x2122;s Schedule of Values section if you generate
both the material and the requisition from the same contract/PO. The order
of generation is not important.
Generate materials delivery documents from a contract or PO
Add a contract or PO or edit an existing unapproved one. Click the Line
Items icon to go to the Line Items section and click Add Lump Sum or
Add Unit Price. Type a unique material name for each line item in the
Material Name field (do not select an existing one). Enter costing information in the Costing section. Click Save and Close when you are
finished. In the Contract or PO document window, choose Select an
Action, Generate Materials, then click Go and respond to the questions in
the Generate Materials dialog box.

Tracking Materials Deliveries

351

In the Contract Item dialog box,
enter the lump sum or unit price,
then scroll down and type a unique
material name.

Choose Yes to link the
materials to the same
issues and/or attachments
as the contract or PO, then
click Finish to create the
new records.

A materials delivery record is
added to the Materials
Delivery log for each line
item on the contract or PO
with a material name.

352

Part 5: Logging and Tracking Information

Add materials delivery documents directly to the Materials
Delivery log Click Materials in the Logs folder, then choose Add
Document. Enter the information about the material you plan to track. As
you create each document, add the corresponding deliveries in the
Delivery Ticket section.The quantity received is copied to the Delivered
field (in the Cost section), and the total value of the delivery (Total field)
and the remaining balance in the Balance field are calculated.

When the balance equals zero, The module copies
the date of the last delivery to the Final Delivery field.

Record a delivery Click Materials in the Logs folder in the Project
View, then open the materials delivery document. Choose Select an
Action, Add Delivery, then click Go. Enter the information about the
material delivered and save it. A new line is then added to the Delivery
Ticket section of the document,

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Using Project Management Module
Schedule Dates
For details about linking to a
Contract Manager module
schedule, see the Exchanging
Contract Manager Module
Data with a Project
Management Module
Schedule chapter.

Once you link the Contract Manager module to a Project Management
module schedule, you can view early and actual start and finish dates,
original and remaining durations, percent complete, and total float for
individual activities you associate with Contract Manager module
documents. Click the Schedule icon at the top of the page or scroll
down to the Schedule section while in a Contract Manager module
document (in which you have entered an activity from the linked
Project Management module project). You can use schedule activities
as a reference or use their early/actual schedule dates to update dates in
Contract Manager module documents. For materials delivery, you can
choose to update the start date and the completion date in the Schedule
section in the Materials Delivery document window with the start date
and completion date of the activity ID you select.

Tracking Materials Deliveries

355

Adding a Materials Delivery Ticket and Posting to
Multiple Materials at Once
When a delivery is made, you usually receive types of materials you have
received before, which already exist in your materials log. You can log
multiple items that have been delivered on a ticket all at once through the
Materials Delivery log.
Add a materials delivery ticket You can add a materials delivery
ticket from the Materials Delivery log for one material or multiple
materials. Click Record Deliveries, then click Add to list all available
materials. You can quickly log multiple materials as having been
delivered against that ticket. Select the materials that have been delivered
from the list. After you click Save, you can enter the quantity, location,
and so on for each item in the ticket.

Enter a number for the ticket.
Click to view all available
materials in the Materials
Delivery log.

After you select materials
and click Save, you can
enter the quantity, location,
and other information.

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The delivery is then posted to the Delivery Ticket
section of the Materials Delivery document window.

You can also add materials from the Materials section of a
daily report. For more information about this feature, see the
Using Daily Reports chapter.

Tracking Materials Deliveries

357

Including Materials Deliveries on Requisitions
Contracts usually require partial payments at regular intervals based on the
amount of work accomplished and materials installed. The contract price
is divided into a list of component prices or work items, so that progress
can be measured more precisely. This list, called a schedule of values,
accompanies each payment requisition. At the end of each period, a requisition for payment is submitted that shows the value of work performed
and materials installed since the last payment.
For details on setting
requisition preferences, see
the Setting Up Dictionaries
and Preferences and
Preparing Requisitions for
Payment chapters.

Materials delivered and approved change orders applicable to each period
can be collected and added to the corresponding requisition. When you
generate a new requisition, you are prompted to “get” approved changes,
materials delivery, and/or schedule dates. For example, if you have a
contract that requires pipe, and you must purchase the pipe, the units of
pipe are recorded in the Line Items section of the Contract document
window. You can generate a materials delivery document from the
contract, and once the pipe arrives, enter the arrival date in the Delivery
Ticket section of the Materials Delivery document window.
Next, generate a requisition from the contract to get paid for the pipe. In
the Requisition document window’s Schedule of Values section, choose
More Commands, Get Materials Delivery to collect costs on the materials
you purchased for the period. The Contract Manager module prompts you
to “get” approved change orders, materials deliveries, and/or schedule
dates. The materials information is then inserted in the Schedule of Values
section in the Requisition document window. You can then send the requisition to the recipient’s Inbox, or print a form.

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You can access the
Get dialog box by
choosing the Get
Materials Delivery
command in the
Schedule of
Values section of
the requisition.

Mark the Get
Materials Delivery
option. If there are no
materials associated
with the contract in the
defined time period,
the Get Materials
Delivery option is
grayed.

Select the materials to
â&#x20AC;&#x153;getâ&#x20AC;?. Click Finish.

You can also generate a new requisition from the existing requisition, and
get materials. From the Requisition document window, choose Select an
Action, Generate Requisition, then click Go.

Tracking Materials Deliveries

359

When you generate a new
requisition from an existing
requisition, you are also
prompted to â&#x20AC;&#x153;getâ&#x20AC;? approved
changes, materials delivery,
and schedule dates.

You can set requisition options for how costs for materials are handled
when generating a new requisition. To access the Requisition Options
dialog box, choose Select an Action, Requisition Options from a Contract
or Purchase Order document window. Preferences set here apply to this
contract/PO and override the preferences set in the Requisitions section of
the Project Settings dialog box.

Choose this option to retain
costs for materials stored in
column F (Materials
Presently Stored, Not in D or
E) in the Schedule of Values
section.

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The Delivery Ticket section in the Materials Delivery document window
contains a Requisitioned Date column that indicates when a delivery has
been included in a requisition for payment.

The Requisitioned date on the
Delivery Ticket is blank until you
perform a â&#x20AC;&#x153;getâ&#x20AC;? in the requisition.

Tracking Materials Deliveries

Materials Delivery Reports, Forms and
Dunning Letters
Standard reports and forms are provided for
you to use to print contract and materials
delivery records. You can also generate a
dunning letter containing materials deliveries past due.

Daily reports provide a history of project
events, including a description of physical
conditions, a summary of the work
accomplished at the job site, lists of materials
used and delivered, a record of visitors to the
site, and a report of any problems encountered
that day. You can also include schedule
activities if the Contract Manager module is
linked to a Project Management module
project, add attachments to the report to clarify
its contents, and optionally filter those
activities by responsibility.
This chapter describes how to create and use
daily reports.

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Preparing a Daily Report
Use daily reports to enter information about important daily events. You
can use these detailed records when you need to explain delays or justify
costs.
Prepare a daily report Click Daily Reports in the Logs folder in the
Project View to open the Daily Reports log window, then click Add
Document. the module enters the current date and day and the report
period, which you can edit. Select the company and contact associated
with the report in the Contractor field. In the Status section, assign priority
and approval information for the report. In the Work Activity section,
record descriptions of progress, delays, new conditions, problems, and
anything else that may affect the project schedule or cost.

Select a
report
period.
Expand
and add
any
descriptive
information
you want to
include in
the daily
report.

Using Daily Reports

365

Reporting Resource Use
Use the Equipment and Field Force sections in the Daily Report document
window to list the equipment and labor resources used during the day.
Record resource use Click Daily Reports in the Logs folder in the
Project View, then click the document icon for the daily report. Expand the
Equipment section and click Add. Enter information describing the
equipment in the Daily Equipment Record dialog box, including remarks
about any problems with the equipment and what it was used for.
To record field personnel, expand the Field Force section, then click Add.
Enter information about labor use in the appropriate fields in the Daily
Labor Record dialog box.

Scroll to enter more
information for the
equipment record.

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Listing Visitors
Use the Visitors section in the Daily Report document window to record
the names of site visitors and the companies they represent.
List visitors Click Daily Reports in the Logs folder in the Project View,
then click the document icon for the daily report. Expand the Visitors
section and click Add. Enter information about the visitor, including the
arrival time, in the Daily Visitor Log dialog box.

Select
the name
and
company
of the
visitor.

Using Daily Reports

367

Recording Materials Deliveries
Record materials deliveries Click Daily Reports in the Logs folder
in the Project View, then click the document icon for the daily report.
Expand the Materials section and click Add. Enter information about the
delivery. When you select the Material Name that describes what was
delivered, the contract number to which it refers will appear in the
Contract field in the Delivery Ticket dialog box. When different contracts
are issued for the same material, record each delivery separately in the
Materials section. To change the contract in the Delivery Ticket window, a
different material must be selected.

Enter the material
information.

For more information about
materials deliveries, see the
Tracking Materials Deliveries
chapter.

Linking Daily Reports and Materials
When you record deliveries in the Materials section, each material
available for selection is linked to its contract or purchase order in the
Materials section. The matching delivery record is then copied from the
Materials section in the Daily Reports document window to the Delivery
Ticket section in the Materials Delivery document window.

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Assign multiple materials to a daily report at once From the
Materials section, you can create a material ticket, then quickly assign
material deliveries to the daily report.
For example, to record materials deliveries on a daily report, click Record
Delivery Ticket in the Materials section and enter a ticket number and
location in the Record Delivery Ticket dialog box. Click Add to add
materials to the delivery ticket. All available materials from the Materials
Delivery log appear in the Select Material dialog box. Select the materials
to add to the daily report from the list.

Add materials and delivery
information, including time,
location, quantity, and a
description.
Scroll to enter more
information for the material.

Using Daily Reports

369

Including Schedule Activities
You can include activities from the linked Project Management module
project when you create a daily report. The daily report shows all activities
that should be underway (with no actual finish) based on their date range
(start to early finish) falling within or on the date of the daily report in the
Contract Manager module. By including underway schedule activities,
you can compare actual progress to the schedule and convey that
information to the participants to whom you send the report.
You can also limit the activities included in the daily report by using a
specific activity code from the Project Management Module Activity
Codes Dictionary. By default, this code is Responsibility. To copy
activities from the Project Management module schedule into the Daily
Report document window Schedule section for only the contractor
appearing in the daily report, define the Responsibility code in the
Activity Code Definitions dialog box for the project database to which
your Contract Manager module project links. Assign activities to this
contractor using the Responsibility code in the Project Management
module project. You must also mark the Use Responsibility to Filter
Activity Retrieval in Daily Reports checkbox in the Schedule section in
the Project Settings dialog box to specify that you want to run this activity
code selection to filter activities for the daily report.

Define the
Responsibility code in
your project and assign
values to activities for it.

You can use the Schedule
section without Project
Management module
activities; just type the
information.

In the Daily Report document window, expand the Schedule section to see
a list of activity IDs; titles; start (ES) and finish (EF) dates; percent
complete (PCT); original and remaining durations (RD); total float (TF);
and free float (FF) of each underway activity from the Project
Management module project. Worked On is checked if work has been
performed for an activity.

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Click to add schedule activities and to
include underway schedule activities
and/or meetings on the report.

You can add, delete, or change any of the activity
data shown in this list, except total float (TF) and
free float (FF).

If the Use Responsibility to Filter Activity Retrieval in Daily
Reports checkbox is marked in the Project Settings dialog box
Schedule section, only the linked Project Management
module activities that have an RESP value assigned to them
will appear in the Contractor field of the Daily Report
document window. If the checkbox is cleared, all linked Project
Management module activities in the same date period will
appear.

Using Daily Reports

371

Recording Weather Conditions
You can track weather conditions for the day in the daily report for up to
three periods or shifts.
Click Daily Reports in the Logs folder of the Project View, then click the
document icon for the daily report. Expand the Weather section and enter
information about the weather for each period. Select an amount of time
for the Length of Suitable Conditions field.

Select the type of
weather that impacted
production.

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Adding Attachments
You may want to include a photograph taken at the job site, a drawing
submitted for bid by a subcontractor, or other files with your daily report
to clarify a point or substantiate a decision. You can do so by attaching the
file to the report. This is especially useful if you took a digital photo at the
job site; you can simply attach the file to that dayâ&#x20AC;&#x2122;s daily report.
For more information about
attaching files to Contract
Manager module documents,
see the Working with Log and
Document Windows chapter.

Attach a file to a daily report Click Daily Reports in the Logs folder
in the Project View, then click the document icon for the daily report. In
the Attachments section, click Attach File to select the file you want to
attach to the daily report. Click Attach URL to attach a Web address to the
daily report.

You can also attach files to individual components of the daily report. For
example, you can attach files to items in the Field Force section or
Materials section. In this case, any files you attach apply only to the
specific item to which you attach them, not to the entire daily report.
Attachments added to a row in the Materials section also
appear in the corresponding delivery record in the Materials
Delivery log.

Using Daily Reports

373

Generating Daily Reports
To save time entering data, you can create a daily report from an existing
one. Simply generate a copy of the existing report, then modify the copy.
Generate a daily report Click Daily Reports in the Logs folder in the
Project View. Open the daily report you want to copy. Choose Select an
Action, Generate Document, then click Go to open the Generate Daily
Report wizard. Edit the fields to reflect any changed information, then
click Next. Choose which information to copy, then click Finish. Only the
work activity, equipment, and field force information are copied to the
new report; the module does not copy visitors and materials.

The module enters the
current date and day.
...the next available
report number...
...and the contact from the
daily report you selected.

Choose whether to copy
work activity data to the
new report.

Mark to link the new report
to the same issues as the
existing report.

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Part 1: Title of This Part

Reports and Forms for Daily Reports
Standard reports and forms are provided for
you to use to print daily reports.

Tracking Insurance Certificates
In this chapter
Adding an Insurance Certificate

The Insurance log provides a convenient place
to record information about the insurance
policies for all project participants. This
chapter describes how you can use this log to
keep track of the policies you carry for your
company and the companies that work for you.

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Adding an Insurance Certificate
Every contractor carries several types of insurance for his or her company
and employees, and some contracts require proof of insurance for all
project participants, including subcontractors. With the Insurance log, you
can conveniently store information about relevant insurance policies for
all project participants, including workerâ&#x20AC;&#x2122;s compensation and bonding.
Add an insurance certificate Click Insurance in the Logs folder in
the Project View, then click Add Document. This opens a new Insurance
document window and automatically sets the status to New and the
priority to Normal. Enter the information about the policy in the fields
provided. In the Insurance section, add information about the contract
between your organization and the insured organization.

Tracking Insurance Certificates

377

Click
Select
to
choose
a policy
type.

Add any supplemental
text pertaining to the
certificate. You can also
attach documentation or
other applicable files.

When this policy expires, you can
replace it with an updated attachment
or modify the attached file from the
originating application, such as
Microsoft Word.

Click the attachment name to view
the document.

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Part 5: Logging and Tracking Information

Insurance Reports and Forms
Standard reports and forms are provided for
you to use to print a list of insurance certificates, details about a certificate, or a notification that an

updated certificate is needed. From the
Insurance document window, click Select
an Action, then Advanced Print. Click Go.
Select the report or form, then click Print.

The Punch List log provides a convenient
place to create lists of items that must be
completed before the project can be finished.
For example, before you can close out a
contract, any damages incurred during
construction must be repaired, and missing
equipment must be noted. Punch lists make it
easy to record and track the status and cost of
outstanding items.
This chapter describes how to create punch
lists, add items to punch lists, and print punch
list items.

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Creating Punch Lists
Use punch lists to record items that must be completed before the end of
your project.
Create a punch list Click Punch Lists in the Logs folder in the Project
View, then click Add Document. Type a name and title for the punch list,
and indicate the participants between whom the punch list exists. In the
Details section, you can add a description.

The company
and contact
responsible for
the punch list
item (see next
section).

You can use a linked schedule
activity to update the
associated itemâ&#x20AC;&#x2122;s required date.

Indicates that the
project has started or
finished, and when.

Producing Punch Lists

381

Adding Items to a Punch List
Once you establish a punch list for a particular contractor, you can add
items to the list as they occur.
Add a punch list item Click Punch Lists in the Logs folder in the
Project View, then click the document icon for the punch list. In the Punch
List Items section, click Add. The module numbers the new item
sequentially, enters the current date in the Opened field, gives it a status of
New, a priority of Normal, and a required date seven days from the opened
date; you can edit these fields.

Click Select to choose the
person responsible for the
action.

Use the Punch List Elevations and
Punch List Rooms dictionaries
(right-click on the project, then
choose Dictionaries, Punch Lists)
to define elevations and rooms
that you can apply to individual
punch list items.
Type a cost for the item.

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For details on exporting data
from the Contract Manager
module and importing them
to a Project Management
module schedule, see the
Exchanging Contract
Manager Module Data with a
Project Management Module
Schedule chapter.

When the item is complete, enter a date in the Closed field. To select a
date, click the calendar icon. If you export punch list data to your Project
Management module schedule, the closed date is used to update the actual
finish of the corresponding activity in the project.

Producing Punch Lists

Punch List Reports and Forms
Standard reports and forms are provided for
you to use to print punch list information.
From the Punch List document window,
click Select

an Action, then Advanced Print. Click Go.
Select the report or form, then click Print.

his part shows you how, with a few simple steps, you
can link to and exchange Contract Manager module data
with a Project Management module project.
Exchanging Contract Manager Module Data with a
Project Management Module Schedule describes how you
can base Contract Manager module dates on required
schedule dates, stay current with schedule changes, and
update Project Management module dates with data from
the Contract Manager module.
Exchanging Primavera Data with Other Applications
shows you how to export Primavera data to other
applications, such as spreadsheets or databases, and
import data to Primavera from other applications for
submittals, the company directory, cost worksheet cost
codes and titles, and specification sections using commaseparated value (.CSV) files.

387

Exchanging Contract Manager
Module Data with a Project
Management Module Schedule
In this chapter
Setting Up Project Management
Module Schedules for Use with
the Contract Manager module
Linking to a Project Management
Module Schedule
Importing Contract Manager
Module Data into Project
Management Module Projects to
Create or Status Activities
Assigning Activity IDs to Contract
Manager Module Documents
Importing Field Mappings from
the Contract Manager Module into
the Project Management Module
Retrieving Field Mappings from
the Project Management Module
into the Contract Manager Module

This chapter describes how you can review
dates from a Project Management module
schedule from within the Contract Manager
module to see how schedule delays or other
factors affect a project. Once you specify the
Project Management module project schedule
to link to the Contract Manager module
project, you can use early and actual activity
dates from the schedule to update start and
finish dates in the Contract Manager module.
In addition, you can create or update activities
in the Project Management module based on
Contract Manager module activity data.

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Part 6: Exchanging Contract Manager Module Data

Setting Up Project Management Module Schedules for
Use with the Contract Manager module
If you use the Contract Manager module and the Project Management
module, you can exchange project data between the products in the way
that works best for your organization. This section suggests steps for
setting up projects to benefit from the interchange.
Management checklist Setting up a smooth export/import process
between the Contract Manager module and the Project Management
module requires some initial planning. The owner, construction manager,
or other person responsible for managing contracts should work with the
Project Management module project controls coordinator to build the
schedule and standardize the procedures used to create and update
projects.
You can import Contract
Manager module data into
Project Management
module 3.5x, 4.0, 4.1, and
5.0.

The Project Management module project controls coordinator should
perform the following steps before importing Contract Manager module
data:
1 If you plan to export requisition data to update costs in the Project
Management module project, specify two decimal places for
calculations in the Project Management module project for
compatibility with the Contract Manager module schedule of values
cost.
2 When assigning cost codes to activities in the Project Management
module project, do not assign resources to activities for which you
plan to update costs. The costs are exchanged as expenses rather than
resources. Also, make sure the cost codes are the same as those being
used in the Contract Manager module database from which you are
exporting data.
Cost codes exchanged between the Project Management module
project and the Contract Manager module should be no longer than 30
characters.
The Contract Manager module exports one cost account code and
corresponding distribution amount per document but will not
recognize the cost code for activities with an assigned resource
associated with their cost code.

3 If you plan to create new activities in the Project Management module
project from the Contract Manager module, define the Responsibility
activity code in the Project Management module Activity Codes
dialog box. The company abbreviation in the Contract Manager
Module Company Directory will be assigned as Responsibility code
values for the new activities during the export.
4 Notify the person responsible for the Contract Manager module
contract control that these steps have been completed.
5 The Contract Manager module administrator links the Project
Management module project to the Contract Manager module project
and incorporates the schedule activities in the documents. The data
can then be imported into the Project Management module.
Contract Manager module documents linked to activities You
can import data from the Contract Manager module to create and update
activities in a Project Management module project for the following types
of documents:
■

Change Orders

■

Drawing Sets

■

Purchase Orders

■

Budgeted Contracts and
Committed Contracts

■

Materials

■

Requisitions (Schedule of
Values)

■

Daily Reports

■

Punch Lists

■

Submittals

You can also create cost accounts and RESP codes in a Project
Management module schedule by exporting data from the Contract
Manager module.
You can associate and update dates for the following Contract Manager
module documents with Project Management module activities:
■

Change Management

■

Materials

■

Punch List Items

■

Change Order Line Items

■

Noncompliance Notices

■

Purchase Orders and
Purchase Order Line Items

■

Budgeted Contract Line
Items/Committed Contract
Line Items

■

Notices

■

Requests for Information

■

Daily Reports

■

Procurement Items

■

Submittals and Submittal
Packages

■

Drawing Sets

■

Proposals

■

Trend Line Items

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Part 6: Exchanging Contract Manager Module Data

Linking to a Project Management Module Schedule
You can link projects scheduled in the Project Management module to
Contract Manager module projects. Once this link is established, you can
use activities in these projects to build and update Contract Manager
module project data. You can create a connection from the Contract
Manager module to any Project Management module project. You can
then specify the project name in the Contract Manager module using the
Schedule section in the Project Settings dialog box.
Before you can access schedule data, you need to set up the
Project Management module connection using the Contract
Manager Module Server Configuration utility. See the Contract
Manager Module Installation Guide for more information.

Note the following before linking the Contract Manager module to a
Project Management module project:
■

You can link one Project Management module project group or
project per Contract Manager module project.

■

The Contract Manager module assumes a continuous, seven-day work
calendar for the linked Project Management module project
regardless of its calendar assignment in the Project Management
module schedule.

■

You must update the data for the Project Management module project
each time you change values in the Activity Codes dialog box. In the
Project Management module, choose File, Commit Changes, then
File, Refresh Data to refresh the data and save changes.

To connect a Contract Manager module project to a Project
Management module project
1 From your PC, open the Contract Manager module.
2 Right-click on the project name in the Project View and choose
Project Settings.
3 In the Schedule section, select Primavera from the Schedule dropdown list.
4 Select the database from the drop-down list, then select the project to
which you want to connect.
5 Click Save. Project Management module activities will appear in
Activity ID selection lists within Contract Manager module
documents for the linked project.

You must manually change activity IDs associated with existing Contract
Manager module documents if the Contract Manager module project is
later linked to a different Project Management module project.
Display a chart of all activities in the linked Project
Management module project Click Schedule in the Project
Information folder.

Importing Contract Manager Module Data into Project
Management Module Projects to Create or Status
Activities
When you create new activities in the Project Management module project
from the Contract Manager module, the activity ID and description, early
start, early finish, cost code and title, and company abbreviation (for the
RESP activity code in the Project Management module project) are added.
Import Contract Manager module data into the Project
Management module project To import Contract Manager module
data, open the Project Management module project into which you want to
import. Choose File, Import from Contract Manager.

Choose the
options you
want to
import from
the Contract
Manager
module.

After marking the checkboxes for the options you want to import into the
Project Management module, click Import. Before the import begins, the
Contract Manager Import Report dialog box appears, which shows all
fields that will be updated. Click Commit Changes to execute the import.

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Once complete, you can view the updated information in the Project
Management module. You can also open the original documents in the
Contract Manager module from the link in the Project Management
module. Customize the activity detail to show the Contract Manager
module Docs tab. Highlight the Contract Manager module document and
click View.

Assigning Activity IDs to Contract Manager Module
Documents
After you create all the necessary activities in the Project Management
module schedule and link the Contract Manager module project to it, you
can assign activity IDs to Contract Manager module documents and view
early and actual start and finish dates, original and remaining durations,
percent complete, and total float for individual activities.
Assign activity data Open the Contract Manager module document in
Edit mode and click Select in the Schedule section to select an activity ID
to assign to the document. To view activity data, click the Schedule icon.
You can use this function in contracts, submittals, requisitions, daily
reports, and other documents in which you assigned activity IDs.
If you are working with submittals, the seven different activities associated
with the submittal are displayed. Other documents display one activity.
You can create activities and update actual dates and costs for Project
Management module activities based on the associated Contract Manager
module document for which you have recorded start or completed dates.
Use Project Management module activities to update submittal activity
dates. If you choose to update submittals from the schedule, the dates are
updated from the linked application. When you select an activity in the
Submittal Preparation field, the start date will update the required start
date. Updating the Approval Period finish date will update the required
finish date. If you choose to update submittals from the lead time, the
dates are calculated based on the duration of each schedule activity.

Importing Field Mappings from the Contract Manager
Module into the Project Management Module
The release CDs contain lists of the field mappings when an import of the
Contract Manager module data is performed from within the Project
Management module. These are:
■

ExpMappings85.pdf – This file lists the field mappings for the
Transfer from Expedition 8.5 to the Project Management module
(using the Import from Contract Management utility in the Project
Management module).

■

ExpMappings9xandlater.pdf – This file lists the field mappings for
the Transfer from Expedition 9.x and later to the Project Management
module (using the Import from Contract Management utility in the
Project Management module).

Access these files from the release CD.
Project Management Module Notes:
Project Management module task table information can be
found on the Status Tab in the Project Management module.
Project Management module taskactv table information can
be found on the Codes Tab in the Project Management
module.
Project Management module projcost table information can be
found on the Expenses Tab in the Project Management
module.
Project Management module actvcode and actvtype table
information can be found in Activity Code dictionaries. Select
Enterprise, Activity Codes.
Project Management module account table information can be
found in the Cost Account dictionary. Select Enterprise, Cost
Accounts

Retrieving Field Mappings from the Project
Management Module into the Contract Manager Module
This section lists the field mappings when retrieving Project Management
module data into the Contract Manager module.
In the following list of field mappings, the word Expedition
should be replaced with the words Contract Manager.

Exchanging Contract Manager
Module Data with Other Applications
In this chapter
Exporting Contract Manager
Module Data to Other Applications
Importing Data from Other Applications
Import Specifications

This chapter describes how to export Contract
Manager module data to other applications,
such as spreadsheets or databases.
You can import data for contacts, cost codes
and titles, drawings, notepads, punch lists,
requests for information, specification
sections, contracts, purchase orders,
procurement items, daily reports, notices, and
submittals into the Contract Manager module
from other applications using commaseparated value files.

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Exporting Contract Manager Module Data to Other
Applications
You can export Contract Manager module data into .CSV, .CSV with
Headers, or Excel with Headers file formats. Select any export report from
the export report environment, then create the export file using the Save
As function from the Export window.
See the Planning and Adding
a Contract Manager Module
Project chapter, or type
access or security in Help for
more information.

You must have access rights to export data.

Export data from a Contract Manager module project Rightclick on a project in the Project View and click Export. In the Export
window select the document type from which you want to export, then
click Show.

Click to
preview
the report.

Select the report that corresponds to the type of data you want to export.
Reports are available for contacts, contracts, purchase orders, cost codes,
daily reports, drawings, notepads, notices, punch lists, requests for information, specification sections, and submittals. For example, to export cost
codes and titles, select r_export_cost_codes from the list. Click Preview
after you select a report.

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407

The Export window automatically defaults to the library that
corresponds to the log you are in.

Click Save As, and select an export format in the Files of Type field in the
Save window. To retain the column headings in the exported file, choose
the with headers export format, such as Excel With Headers.
In the Save In field, select the folder in which you want to store the export
report; in the File Name field, type a name to identify the report without an
extension, which the Contract Manager module supplies automatically
when you specify a file type. Click Save.

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The following example shows cost codes and titles report data exported to
a Microsoft Excel file called COSTACCT.

Using the Save As Option with Reports that Contain Multi-Byte
Characters
When you click the Save As button, and the report or form you selected
contains multi-byte characters, do the following:
1 In the Save dialog box, click the arrow on the right side of the Save in
field, and navigate to the location where you want to save the
document.
2 In the File name field enter a name for the document.
3 Click the arrow on the right side of the Files of type field, choose one
of the following, and click the Save button:
â&#x20AC;˘

CSV with Headers - Use this option to save the document so you
can view it in Notepad.

â&#x20AC;˘

Excel with Headers - Use this option to save the document so you
can view it in Microsoft Excel.

Exchanging Contract Manager Module Data with Other Applications

Multi-byte documents saved in CSV with Headers format will
not display properly in Microsoft Excel. Use Notepad to
display these documents.

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Importing Data from Other Applications
You can import data from comma-separated value (.CSV with Headers or
Excel with Headers) files to insert and update data for the modules listed
below. The import file must contain specific table and column names on
the first line of the CSV file being imported. The best way to set up an
import file is to first export data from the Contract Manager module to the
CSV with Headers or Excel with Headers format, since the Contract
Manager module supplies the correct field name placement when you run
the export.
Follow these guidelines for preparing import files:
■

Use an export CSV with Headers or Excel with Headers file as a
template for the import file.
Use the Excel with Headers format to import data containing carriage
returns, quotes, and other punctuation.

■

You cannot import fields that cannot be edited onscreen.

■

The first row must be a “header.”

■

Each row in the import file can contain both master and detail column
information; master and detail columns can be interspersed.

■

Import files must include all key fields for the type of data imported;
for example, import files for the Company Directory must include the
contact initials. Key fields are identified in the following table; the
table name (shown in all uppercase letters) precedes each field name

* If you are importing contact initials, the VNMT.vendor_abbrev must be included in
each VNDT.initials record.
â&#x20AC; You can only import submittals that are in packages. If importing only SBMT rows,
you still must include the SBPK.package_number in the import file.

If you get a message that your CSV with Headers file cannot
be imported because it may not be formatted correctly, save
the file in Excel with Headers format, and re-import the file.

Import data to a Contract Manager module project Right-click
on the project you want to import data and click Import to open the Import
window.

Type the name of the file
you are importing data
from (or click Browse).
Select the document type
you are populating with
new data.

Click Import to import the data; this process adds new records to the
specified document or updates records if they exist. If duplicate records
are encountered during the import, they are ignored. When the import
process is complete, click Close.

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Import automatically displays a status window containing row numbers of
duplicate rows, columns that were ignored, and any other errors. Click
Print to get a printed record of all the errors.

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Import Specifications
This section lists the fields that can be imported into the Contract Manager
module for each module and table.